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OF  THE 


BUREAU  OF  MINES 


;  ^  j  .;  7  ,:  i ;  i^  1, 


APR    1   1915 


DEPARTMENT   OF   THE    INTERIOR 
^,      BUREAU     OF    MINES 

JOSEPH  A.  HOLMES,  DIRECTOR 


MANUAL  OF  REGULATIONS 


OF  THE 


BUREAU  OF  MINES 


WASHINGTON 

bOVERNMENT  PRINTING  OFFICE 
1915 


DEPARTMENT  OF  THE  INTERIOR. 

BUREAU  OF  MINES. 

WASHINGTON,  D.  C.,  February  10,  1915. 
To  all  employees : 

The  regulations  contained  in  this  manual  are  intended  to  govern 
the  work  of  the  Bureau  of  Mines  in  Washington  and  in  the  field. 
Employees  are  expected  to  read  the  regulations  carefully  and  to 
observe  them  closely. 

J.  A.  HOLMES, 

Director. 
Approved : 

Bo  SWEENEY, 

Assistant  Secretary. 
2 


CONTENTS. 


Page. 

Organic  act 1 7 

Mine  inspection  in  Alaska 9 

Inspection  of  mines  belonging  to  Indian  tribes 9 

Where  the  bureau's  work  is  done 10 

General  organization 11 

Administrative  division 11 

Mining  division 11 

Mechanical   division 12 

Chemical  division 12 

Division  of  mineral  technology 12 

Conduct  of  the  bureau's  work 13 

General  instructions 13 

Authority  for  publication  of  results  of  investigations 13 

Relations  to  owners  and  operators  of  mines 14 

Relations  to  State  mining  departments  and  State  mine  inspectors 15 

Making  public  information  obtained  during  course  of  investigations 15 

Lectures  and  addresses  by  employees 15 

Treatment  of  the  public 16 

Collection  of  specimens 16 

Regulations  governing  the  personnel 17 

Introduction 17 

General  classification 17 

Appointments 17 

In  general 17 

Permanent  appointments 17 

Temporary  appointments 18 

Transfer 19 

Promotion 1 19 

Chemical   grades 20 

Engineering  grades 20 

Clerical  grades 20 

Reduction , 21 

Reinstatement . 22 

Oath  of  office  and  assignment  to  duty 22 

Separations 22 

Removal 22 

Resignation 22 

Hours  of  labor  and  leaves  of  absence 23 

Use  of  intoxicating  liquors 23 

Compensation  for  injuries 23 

Right  of  employees  to  compensation 23 

Employee's  compensation  act 23 

Amendatory  act 24 

Reports  to  be  made  for  all  employees  injured 25 

Procedure  in  case  of  disability 26 

Procedure  in  case  of  death 26 


388786 


4  CONTENTS. 

Page. 

Other  vogi.ilations  go  vein  dig  cordi.ioc  of  employees 27 

Claims  of  debt 27 

.  Destroying  or  injuring  records,  etc 27 

Attendance  at  court  and  testifying  as  witnesses 28 

Action  under  prosecution  or  when  arrested 29 

Interest  in  contracts  or  purchases 29 

Misrepresentation  of  official  capacity 29 

Accounts  and  disbursements '. 30 

Appropriations 30 

Plans  and   estimates 30 

Allotments 30 

Vouchers 30 

Kinds  of  vouchers 30 

General  rules  concerning  preparation  of  vouchers 31 

Personal  services 32 

Salaries  and  wages 32 

Computation  of  salaries  and  wages 33 

Per  diem  in  lieu  of  subsistence 34 

Vouchers  for  personal  services 35 

General  provisions  affecting  travel  expenses 36 

Authority  required 36 

Headquarters 36 

Route 37 

Actual  expenses 37 

Per  diem  in  lieu  of  subsistence 37 

Evidence  of  travel  expenses 38 

Rules   governing    the    preparation    of    traveling-expense    vouchers 

and  subvouchers 38 

Items  that  constitute  allowable  traveling  expenses- 41 

Transportation  and  incidental  expenses 41 

Subsistence  and  expenses  incident  thereto 45 

Miscellaneous  expenses : 46 

Detailed   instructions   relating  to   telegrams 47 

Government  day-message  rates 49 

Government  night-message  rates 50 

Night  letters 50 

Comparative  cost  of  messages  between  different  points 50 

Cable  messages 51 

Freight 51 

Preparation  for  shipment 51 

Shipping  orders ' 52 

Bills  of  lading 52 

Storage  and  demurrage 55 

Land-grant  and  bond-aided  railroads 56 

Express 57 

Use    57 

Bills  of  lading 57 

Parcel  post 58 

Purchases 58 

Authority '. 58 

Purchases  in  Washington 58 

Purchases  in  the  field—  59 


CONTENTS.  5 

Page. 
Accounts  and  disbursements — Continued. 

Purchases — Continued. 

Advertising 59 

Vouchers  for  purchases .t-  60 

Rentals 60 

Buildings,  offices,  etc 60 

Storage,  pasturage,  etc 61 

Telephone  service 61 

Water,  gas,  electricity,  and  heat 61 

Contracts  — 61 

Sales 62 

Unserviceable  property 62 

Disbursements 63 

Special  disbursing  agents 63 

Bonds 63 

Checks 63 

Lost  checks 64 

Rendition  of  accounts 64 

General  rules 65 

Accounting  65 

Property 66 

Classification 66 

Accountability 66 

Records  67 

Inventories  67 

Transfer  of  nonexpendable  property. 67 

Disposition  of  nonexpendable  property 68 

Protection  and  storage  of  property 68 

Boxing  and  shipping 68 

List  of  nonexpendable  property 68 

Expendable  property 70 

List  of  stationery  and  miscellaneous  supplies  procurable  on  requisi- 
tion   71 

Correspondence ; 73 

Reference  of  letters—,, 73 

Preparation  of  replies 73 

Dates 74 

Addresses 75 

Salutations 1 75 

Body  of  letter 75 

Margin 76 

Paragraphing 76 

Punctuation 76 

Capital   letters 76 

Complimentary  closing 76 

Signatures  and  titles 77 

Preparing  correspondence  for  signature . 77 

Transmitting  correspondence  for  signature 77 

Initials 77 

Use  of  special  slips 78 

Use  of  red  tags 78 

Handling  of  inclosures 78 


6  CONTENTS. 

Page. 
Correspondence — Continued. 

Mailing 78 

Forwarding  mail 79 

Official  mail 79 

Registered  matter 80 

Instructions  for  stenographers  and  typists 81 

Employees'  personal  mail 81 

Publications 82 

Classes 82 

General  instructions  regarding  preparation  of  publications 82 

Detailed  instructions  relative  to  preparation  of  reports 84 

Method  of  writing 84 

Style 84 

Table  of  contents 85 

Introduction 86 

Acknowledgments 80 

Headings 80 

Paragraphing 87 

Use  of  first  or  third  person 87 

Cross  references 87 

Tables 87 

Typographic  style 89 

Geologic   names 89 

Geographic  names 90 

Petrographic  names 90 

Personal  titles 91 

Capitalization  ___  91 

Orthography 92 

Abbreviations * 92 

Quotations  and  references _ 93 

Footnotes 93 

Illustrations 95 

Editing 97 

Engraving !)S 

Proof  ___. 98 

Used  material 99 

Proof  reading 99 

Special  requisitions  for  printing 102 

Office  forms •_ 102 

Transmission  of  instructions  to  the  Public  Printer 103 

List  of  forms  used  by  the  bureau 104 

Index  _  111 


MANUAL  OF  REGULATIONS  OF  THE  BUREAU  OF  MINES. 


ORGANIC  ACT. 

The  Bureau  of  Mines  was  established  by  an  act  of  Congress  (36 
Stat.,  369)  approved  May  16,  1910,  and  effective  July  1,  1910.  This 
act  reads  as  follows: 

Bo  it  enacted  by  the  .Semite  and  House  of  Representatives  of  the  United  States 
of  America  in  Congress  assembled,  That  there  is  hereby  established  in  the 
Department  of  the  Interior  a  bureau,  to  be  called  the  Bureau  of  Mines,  and  a 
director  of  said  bureau,  who  shall  be  thoroughly  equipped  for  the  duties  of 
said  office  by  technical  education  and  experience  and  who  shall  be  appointed 
by  the  President,  by  and  with  the  advice  and  consent  of  the  Senate,  and  who 
shall  receive  a  salary  of  six  thousand  dollars  per  annum;  and  there  shall  also 
be  in  the  said  bureau  such  experts  and  other  employees  as  may  from  time  to 
time  be  authorized  by  Congress. 

SEC.  2.  That  it  shall  be  the  province  and  duty  of  said  bureau  and  its  director, 
under  the  direction  of  the  Secretary  of  the  Interior,  to  make  diligent  investi- 
gation of  the  methods  of  mining,  especially  in  relation  to  the  safety  of  miners, 
and  the  appliances  best  adapted  to  prevent  accidents,  the  possible  improvement 
of  conditions  under  which  mining  operations  are  carried  on,  the  treatment  of 
ores  and  other  mineral  substances,  the  use  of  explosives  and  electricity,  the 
prevention  of  accidents,  and  other  inquiries  and  technologic  investigations 
pertinent  to  said  industries,  and  from  time  to  time  make  such  public  reports 
of  the  work,  investigations,  and  information  obtained  as  the  Secretary  of  said 
department  may  direct,  with  the  recommendations  of  such  bureau. 

SEC.  3.  That  the  Secretary  of  the  Interior  shall  provide  the  said  bureau  with 
furnished  offices  in  the  city  of  Washington,  with  such  books,  records,  stationery, 
and  appliances,  and  such  assistants,  clerks,  stenographers,  typewriters,  and 
other  employees  as  may  be  necessary  for  the  proper  discharge  of  the  duties 
imposed  by  this  act  upon  such  bureau,  fixing  the  compensation  of  such  clerks 
and  employees  within  appropriations  made  for  that  purpose. 

SEC.  4.  That  the  Secretary  of  the  Interior  is  hereby  authorized  to  transfer 
to  the  Bureau  of  Mines  from  the  United  States  Geological  Survey  the  super- 
vision of  the  investigations  of  structural  materials  and  the  analyzing  and  test- 
ing of  coals,  lignites,  and  other  mineral  fuel  substances  and  the  investigation 
as  to  the  causes  of  mine  explosions;  and  the  appropriations  made  for  such 
investigations  may  be  expended  under  the  supervision  of  the  Director  of  the 
Bureau  of  Mines  in  manner  as  if  the  same  were  so  directed  in  the  appropria- 
tions acts;  and  such  investigations  shall  hereafter  be  within  the  province  of 
the  Bureau  of  Mines,  and  shall  cease  and  determine  under  the  organization  of 
the  United  States  Geological  Survey;  and  such  experts,  employees,  property, 
and  equipment  as  are  now  employed  or  used  by  the  Geological  Survey  in  connec- 
tion with  the  subjects  herewith  transferred  to  the  Bureau  of  Mines  are  directed 
to  be  transferred  to  said  bureau. 

7 


8  MANUAL   OF   REGULATIONS. 

SEC.  5.  That  nothing  in  this  act  shall  be  construed  as  in  any  way  granting 
to  any  officer  or  employee  of  the  Bureau  of  Mines  any  right  or  authority  in  con- 
nection with  the  inspection  or  supervision  of  mines  or  metallurgical  plants  in 
any  State. 

SEC.  6.  This  act  shall  take  effect  and  be  in  force  on  and  after  the  first  day 
of  July,  nineteen  hundred  and  ten. 

The  foregoing  act  establishing  the  bureau  was  amended  by  an 
act  (37  Stat,  681)  approved  February  25,  1913,  and  effective  on 
that  date.  This  amended  act.  which  constitutes  the  present  organic 
law  of  the  bureau,  reads  as  follows : 

Be  it  enacted  by  the  Senate  and  House  of  Uopreseiitatives  of  the  United 
States  of  America  in  Congress  assembled,  That  the  act  to  establish  in  the 
Department  of  the  Interior  a  Bureau  of  Mines,  approved  May  sixteenth,  nine- 
teen hundred  and  ten,  be,  and  the  same  is  hereby,  amended  to  rend  as  follows : 

That  there  is  hereby  established  in  the  Department  of  the  Interior  a  bureau 
of  mining,  metallurgy,  and  mineral  technology,  to  be  designated  the  Bureau  of 
Mines,  and  there  shall  be  a  director  of  said  bureau,  who  shall  be  thoroughly 
equipped  for  the  duties  of  said  office  by  technical  education  and  experience  and 
who  shall  be  appointed  by  the  President,  by  and  with  the  advice  and  consent 
of  the  Senate,  and  who  shall  receive  a  salary  of  six  thousand  dollars  per  an- 
num ;  and  there  shall  also  be  in  the  said  bureau  such  experts  and  other  em- 
ployees, to  be  appointed  by  the  Secretary  of  the  Interior,  as  may  be  required 
to  carry  out  the  purposes  of  this  act  in  accordance  with  the  appropriations 
made  from  time  to  time  by  Congress  for  such  purposes. 

SEC.  2.  That  it  shall  be  the  province  and  duty  of  the  Bureau  of  Mines,  subject 
to  the  approval  of  the  Secretary  of  the  Interior,  to  conduct  inquiries  and 
scientific  and  technologic  investigations  concerning  mining,  and  the  prepara- 
tion, treatment,  and  utilization  of  mineral  substances  with  a  view  to  improving 
health  conditions,  and  increasing  safety,  efficiency,  economic  development,  and 
conserving  resources  through  the  prevention  of  waste  in  the  mining,  quarrying, 
metallurgical,  and  other  mineral  industries;  to  inquire  into  the  economic  con- 
ditions affecting  these  industries;  to  investigate  explosives  and  peat;  and  on 
behalf  of  the  Government  to  investigate  the  mineral  fuels  and  unfinished  mineral 
products  belonging  to,  or  for  the  use  of,  the  United  States,  with  a  view  to  their 
most  efficient  mining,  preparation,  treatment,  and  use;  and  to  disseminate  in- 
formation concerning  these  subjects  in  such  manner  as  will  best  carry  out  the 
purposes  of  this  act. 

SEC.  3.  That  the  director  of  said  bureau  shall  prepare  and  publish,  subject  to 
the  direction  of  the  Secretary  of  the  Interior,  under  the  appropriations  made 
from  time  to  time  by  Congress,  reports  of  inquiries  and  investigations,  with 
appropriate  recommendations  of  the  bureau,  concerning  the  nature,  causes,  and 
prevention  of  accidents,  and  the  improvement  of  conditions,  methods,  and  equip- 
ment, with  special  reference  to  health,  safety,  and  prevention  of  waste  in  the 
mining,  quarrying,  metallurgical,  and  other  mineral  industries;  the  use  of  ex- 
plosives and  electricity,  safety  methods  and  appliances,  and  rescue  and  first- 
aid  work  in  said  industries;  the  causes  and  prevention  of  mine  tires;  and  other 
subjects  included  under  the  provisions  of  this  act. 

SEC.  4.  In  conducting  inquiries  and  investigations  authorized  by  this  act 
neither  the  director  nor  any  member  of  the  Bureau  of  Mines  shall  have  any 
personal  or  private  interest  in  any  mine  or  the  products  of  any  mine  under 
investigation,  or  shall  accept  employment  from  any  private  party  for  services 
in  the  examination  of  any  mine  or  private  mineral  property,  or  issue  any  report 
as  to  the  valuation  or  the  management  of  any  mine  or  other  private  mineral 


MINE   INSPECTION   IN   ALASKA.  9 

property:  I'm  rifled.  That  nothing  herein  shall  be  construed  as  preventing  the 
temporary  employment  by  the  Bureau  of  Mines,  at  a  compensation  not  to  exceed 
ten  dollars  per  day,  in  a  consulting  capacity  or  in  the  investigation  of  special 
subjects,  of  any  engineer  or  other  expert  whose  principal  professional  practice 
is  outside  of  such  employment  by  said  bureau. 

SEC.  5.  That  for  tests  or  investigations  authorized  by  the  Secretary  of  the 
Interior  under  the  provisions  of  this  act.  other  than  those  performed  for  the 
Government  of  the  United  States  or  State  governments  within  the  United 
States,  a  reasonable  fee  covering  the  necessary  expenses  shall  be  charged, 
according  to  a  schedule  prepared  by  the  Director  of  the  Bureau  of  Mines  and 
approved  by  the  Secretary  of  the  Interior,  who  shall  prescribe  rules  and  regu- 
lations under  which  such  tests  and  investigations  may  be  made.  All  moneys 
received  from  such  sources  shall  bo  paid  into  the  Treasury  to  the  credit  of 
miscellaneous  receipts. 

SEC.  6.  That  this  act  shall  take  effect  and  be  in  force  on  and  after  its  passage. 

MINE  INSPECTION  IN  ALASKA. 

The  provisions  of  the  act  for  the  protection  of  the  lives  of  miners 
in  the  Territories  (approved  Mar.  3,  1891,  26  Stat,  1104,  and 
amended  July  1,  1902,  32  Stat,  631)  were  extended  to  Alaska  in  con- 
nection with  the  appropriations  for  the  work  of  the  Bureau  of  Mines, 
under  the  following  clauses  of  the  sundry  civil  acts  of  1911  and  1912 : 

For  salaries  of  two  mine  inspectors  authorized  by  the  act  approved  March 
third,  eighteen  hundred  and  ninety-one,  for  the  protection  of  the  lives  of  miners 
in  the  Territories,  at  two  thousand  dollars  per  annum  each,  four  thousand 
dollars;  and  said  inspectors  are  hereby  authorized  to  inspect  coal  and  other 
mines  in  the  District  of  Alaska,  to  which  district  the  provisions  of  said  act  are 
hereby  extended  and  made  applicable. 

For  salaries  of  two  mine  inspectors,  authorized  by  the  act  approved  March 
ihird,  eighteen  hundred  and  ninety-one,  for  the  protection  of  the  lives  of  miners 
in  the  Territories,  five  thousand  dollars;  and  said  inspectors  are  hereby  author- 
ized to  inspect  coal  and  other  mines  in  the  District  of  Alaska,  to  which  District 
the  provisions  of  said  act,  except  so  much  as  requires  six  months'  residence  in  a 
Territory  prior  to  appointment,  are  hereby  extended  and  made  applicable. 

One  of  the  two  inspectors  employed  under  the  foregoing  provisions 
occupied  the  position  of  mine  inspector  for  New  Mexico,  but  upon 
the  admission  of  New  Mexico  as  a  State  this  position  became  non- 
existent. 

Under  authority  of  these  provisions  the  President  appointed  a 
mine  inspector  for  Alaska,  the  appointment  being  effective  July  1, 
1911,  to  serve  in  that  Territory  under  the  direction  of  the  Bureau  of 
Mines.  The  office  and  headquarters  of  this  inspector  are  at  Juneau, 
Alaska. 

INSPECTION  OF  MINES  BELONGING  TO  INDIAN  TRIBES. 

The  following  order  was  issued  by  the  Secretary  of  the  Interior 
under  date  of  February  11,  1913 : 

Authority  having  been  conferred  upon  the  Bureau  of  Mines  to  investigate  the 
methods  of  mining  and  the  possible  improvement  of  conditions  under  which 


10  MANUAL   OF   REGULATIONS. 

mining  operations  are  carried  on,  under  the  provisions  of  the  act  approved 
August  24,  1912,  making  appropriations  for  the  Bureau  of  Mines  for  the  fiscal 
year  ending  June  30,  1913  (37  Stat,,  458),  which  reads  as  follows: 

"  For  the  investigation  as  to  the  causes  of  mine  explosions,  methods  of  mining, 
especially  in  relation  to  the  safety  of  miners,  the  appliances  best  adapted  to  pre- 
vent accidents,  the  possible  improvement  of  conditions  under  which  mining  oper- 
ations are  carried  on,  the  use  of  explosives  and  electricity,  the  prevention  of 
accidents,  and  other  Inquiries  and  technologic  investigations  pertinent  to  the 
mining  industry,  $320,000  "  ; 

the  Bureau  of  Mines  is  hereby  charged  with  the  duty  of  inspecting  the  physical 
operations  of  the  coal,  asphalt,  and  other  mines  belonging  to  the  Choctaw  and 
Chickasaw  Tribes  of  Indians  in  Oklahoma,  and  of  all  such  mines  belonging  to 
Indians  and  Indian  tribes,  wheresoever  located. 

Under  the  authority  of  an  act  approved  June  28,  1898,  for  the  protection  of 
the  people  of  the  Indian  Territory,  and  for  other  purposes,  and  acts  supple- 
mentary and  amendatory  thereof,  authorizing  the  Secretary  of  the  Interior  to 
provide  rules  and  regulations  in  regard  to  the  leasing  of  oil,  coal,  asphalt,  and 
other  mineral  lands  in  the  Indian  Territory  (30  Stat.,  495,  p.  498),  and  the  acts 
of  Congress  approved  April  26,  11)06  (34  Stat.,  137),  and  May  27,  1908  (35  Stat, 
312),  you  are  directed  to  draft  the  necessary  rules  and  regulations,  from  time  to 
time,  to  be  submitted  for  departmental  approval,  regarding  the  operation  of 
leases  of  such  Indian  lands,  and  all  other  land  leased  by  or  subject  to  the 
approval  of  the  Department  of  the  Interior  for  mining  purposes,  including  oil 
and  gas,  on  the  public  domain. 

WHERE  THE  BUREAU'S  WORK  IS  DONE. 

The  headquarters  of  the  Bureau  of  Mines  is  in  Washington,  D.  C. 
Correspondence  comes  direct  to  this  main  office  and  is  answered  by 
the  director  or  the  assistant  director. 

The  work  of  the  bureau  in  connection  with  the  examination  of 
mine  lawTs,  the  editing  and  publication  of  reports,  the  collection  of 
mine-accident  statistics,  and  the  distribution  of  publications  is  done 
at  the  Washington  office.  Several  of  the  scientific  investigations  of 
the  bureau,  chief  of  which  are  those  relating  to  mineral  technology 
and  to  peat,  are  conducted  directly  from  that  office.  In  the  Wash- 
ington office  also  are  the  laboratory  for  the  analysis  of  coal  pur- 
chased by  the  Federal  Government  and  the  office  of  the  engineer  in 
charge  of  the  inspection  of  those  purchases. 

Investigations  dealing  with  safety  and  efficiency  in  the  iron  and 
steel  industries,  the  use  of  explosives  in  mining,  the  use  of  electricity 
in  mines  and  metallurgical  plants,  and  the  efficiency  of  fuels  are 
carried  on  chiefly  at  the  experiment  station  of  the  bureau  at  Pitts- 
burgh, Pa.  The  bureau  also  maintains  an  experiment  station  at  San 
Francisco,  Cal.,  and  one  at  Denver,  Colo.,  for  the  investigation  of 
problems  relating  to  the  mining  and  treatment  of  various  ores  and 
minerals,  with  especial  reference  to  the  improvement  of  health  condi- 
tions and  the  prevention  of  waste. 


MANUAL  OF  REGULATIONS.  11 

GENERAL  ORGANIZATION. 

The  director  exercises  general  supervision  over  all  the  work  of  the 
bureau. 

The  assistant  director  acts  as  chief  clerk,  aids  the  director  in  the 
conduct  of  the  administrative  work  of  the  bureau,  and  during  the 
absence  of  the  director  performs  the  duties  of  that  office,  in  accord- 
ance with  section  178,  Revised  Statutes. 

The  organization  of  the  bureau  embraces  five  general  divisions,  as 
follows:  Administrative,  mining,  chemical,  mechanical,  and  mineral 
technology. 

All  technical  and  other  work  not  placed  in  either  the  mining, 
chemical,  mechanical,  or  mineral  technology  division,  as  indicated  in 
the  following  paragraphs  describing  the  organization,  is  under  the 
immediate  supervision  of  the  director.  Such  work  at  the  present 
time  includes  the  following:  Safety  and  waste  investigations  in  the 
mining  and  treatment  of  lead  and  zinc;  safety  and  efficiency  in  ore 
concentration ;  investigations  into  the  mining  and  treatment  of  ores, 
with  special  reference  to  safety  and  waste  and  the  generation  of 
noxious  products  in  smelting;  codification  of  mine-safety  Laws  and 
regulations;  collection  of  mine-accident  statistics. 

All  new  work  that  may  be  undertaken  by  the  bureau  will  be  under 
the  immediate  supervision  of  the  director  unless  and  until  specifically 
assigned  by  him  to  some  division. 

ADMINISTRATIVE   DIVISION. 

The  administrative  division  of  the  Washington  office  consists  of 
the  following  sections:  Correspondence  and  records,  publications, 
editorial,  disbursements  and  accounts,  appointments,  statistics,  sup- 
plies and  property,  library,  and  drafting. 

The  administrative  division  of  the  Pittsburgh  Experiment  Station 
consists  of  the  following  sections :  Correspondence  and  records,  pur- 
chases, supplies  and  property,  library  and  translation,  computing, 
drafting  and  photography,  and  public  service. 

MINING    DIVISION. 

The  mining  division  is  in  charge  of  the  chief  mining  engineer,  with 
headquarters  at  Pittsburgh,  Pa.  The  work  of  this  division  includes 
the  investigations  in  the  field,  experiments  in  mining,  operation  of 
mine-safety  cars  and  stations,  mine  inspection  in  Alaska,  and  promo- 
tion of  sanitary  and  healthful  conditions  in  mines. 

Under  this  division  the  bureau  maintains  five  mine-safety  stations 
situated  as  follows:  Birmingham,  Ala.;  Knoxville,  Tenn. ;  McAles- 
ter,  Okla. ;  Pittsburgh,  Pa.;  and  Seattle,  Wash.  It  also  maintains 


12  MANUAL    OF    REGULATIONS. 

eight  mine-safety  cars,  with  headquarters  at  the  following  points: 
Wilkes-Barre,  Pa.;  Pittsburgh,  Pa.;  Huntington,  W.  Va.;  Evans- 
ville,  Ind. ;  Ironwood,  Mich.;  Pittsburg,  Kans. ;  Denver,  Colo.;  and 
Billings,  Mont. 

MECHANICAL    DIVISON. 

The  mechanical  division  is  in  charge  of  the  chief  mechanical  en- 
gineer, with  headquarters  at  Pittsburgh.  The  work  of  this  division 
includes  inspection  of  Government  coal  purchases,  conducted  from 
Washington,  D.  C.,  and  the  following  investigations  conducted  from 
Pittsburgh,  Pa. :  Testing  fuels  with  especial  reference  to  efficiency 
and  the  prevention  of  smoke  in  Government  power  and  heating 
plants;  special  peat  and  lignite  tests;  the  combustion  of  fuel  in  gas 
producers;  investigation  of  special  fuels;  investigation  of  electricity 
in  mining  and  metallurgy;  and  investigation  of  mining  appliances. 

CHEMICAL  DIVISION. 

The  chemical  division  is  in  charge  of  the  chief  chemist,  Avith  head- 
quarters at  Pittsburgh.  Its  work  includes  chemical  analyses  of  coal 
for  the  use  of  the  Government;  physical  and  chemical  examination 
of  explosives;  chemical  and  physical  investigation  of  coal-mine  dust 
and  gases;  chemical  and  physical  tests  of  Government  fuels  with 
special  reference  to  efficient  use,  storage,  spontaneous  combustion, 
etc. ;  and  analyses  and  tests  of  fuel  gases. 

DIVISION  OF  MINERAL  TECHNOLOGY. 

The  division  of  mineral  technology  is  in  charge  of  the  chief 
mineral  chemist,  with  headquarters  at  Washington,  D.  C.  The  divi- 
sion investigates  the  production  and  use  of  the  following  minerals: 
Minor  metals — aluminum,  bismuth,  chromium,  etc. ;  rare  metals- 
molybdenum,  tungsten,  radium,  uranium,  and  vanadium;  precious 
metals — iridium,  osmium,  platinum,  and  palladium;  metalloids — 
arsenic,  antimony,  columbium,  etc.;  nonmetals — bromine,  chlorine, 
silicon,  etc.;  nonferrous  alloys;  building  materials — cement,  granite, 
lime,  marble,  sand,  etc.;  abrasives — alundum,  burrstones,  carbo- 
rundum, etc. ;  silicates  and  clays,  clay  products,  feldspar,  quartz,  etc. ; 
potash,  phosphates,  nitrogen;  miscellaneous  minerals — asbestos,  as- 
phalt, borax,  fluorspar,  fuller's  earth,  gems,  graphite,  pyrite,  etc. : 
minerals  used  in  pigments  and  mineral  paints — barite,  ocher,  white 
lead,  zinc  oxide,  etc. 


MANUAL  OF  REGULATIONS.  13 

CONDUCT  OF  THE  BUREAU'S  WORK. 

GENERAL  INSTRUCTIONS. 

Section  chiefs  shall  be  under  the  direction  of  their  division  chief. 
They  shall  have  charge  of  investigations  intrusted  to  them,  and 
shall  keep  the  division  chief  informed  of  the  progress  of  their  work. 

Weekly  progress  reports  must  be  made  by  field  employees,  on  the 
forms  provided  for  that  purpose,  and  submitted  not  later  than  the 
morning  following  the  last  day  of  the  week  reported.  The  reports 
should  show  the  nature  of  the  work  done  each  day. 

Conferences  concerning  investigations  being  conducted  at  an  ex- 
periment station  may  be  freely  carried  on  between  members  of  a 
section  or  of  different  sections  of  the  same  division  at  that  station, 
and  also  between  members  of  different  divisions,  provided  that  the 
division  chiefs  concerned  shall  be  informed  of,  shall  approve,  and 
shall  be  g:T^en  an  opportunity  to  attend  such  conferences. 

All  letters  and  memoranda  betAveen  different  divisions  and  sec- 
tions shall  pass  through  the  offices  of  the  respective  division  chiefs. 
If  such  memoranda  or  letters  do  not  involve  questions  of  policy,  the 
matter  need  not  pass  through  the  office  of  the  official  in  charge  of 
the  experiment  station,  but  formal  letters  must  pass  through  his 
office  for  proper  recording. 

Individual  members  of  each  section  shall  be  subject  to  direction 
by  the  section  chief,  but  a  section  chief  shall  not  assign  to  a  member 
of  his  staff  a  new  investigation,  nor  send  him  on  a  journey,  without 
the  approval  of  the  division  chief.  No  journeys  are  authorized 
unless  prior  authority  shall  have  been  obtained  from  the  Secretary, 
the  director,  or  the  assistant  director  and  specific  allotment  for  travel 
shall  have  been  made. 

AUTHORITY  FOR  PUBLICATION  OF  RESULTS  OF  INVESTIGATIONS. 

Every  employee  shall  have  the  right  to  suggest  publication  by  the 
bureau  of  the  results  of  his  investigations.  Such  suggestion  shall 
be  given  due  consideration  by  the  section  and  division  chiefs,  and, 
in  the  event  of  nonagreement  with  the  suggestion,  the  member  shall 
have  the  right  of  appeal,  through  the  division  chief  and  the  official 
in  charge  of  the  office  or  experiment  station,  to  the  director,  without 
prejudice  to  his  position. 

Each  manuscript  of  a  circular,  bulletin,  or  technical  paper,  before 
submittal  for  publication,  shall  receive  the  approval  of  the  section 
chief  and  subsequently  of  the  division  chief.  The  division  chief 


14  MANUAL   OP   REGULATIONS. 

may,  if  he  so  desires,  refer  the  manuscript  to  a  committee  within 
his  division  for  review;  and  although  neither  the  reviewing  com- 
mittee nor  the  section  or  division  chief  shall  have  the  right  to 
modify  the  text  without  the  approval  of  the  author,  it  shall  be  the 
privilege  of  such  committee  or  section  or  division  chief  to  indicate 
suggested  corrections,  additions,  or  alternative  phraseology  in  the 
manuscript,  such  suggested  changes  to  be  submitted  to  the  author 
for  his  consideration.  In  case  of  the  nonapproval  of  the  manuscript 
by  the  section  and  division  chiefs,  the  author  or  authors  shall  have 
the  right  of  appeal,  through  the  division  chief  and  the  official  in 
charge  of  the  experiment  station,  to  the  director.  This  right  of 
appeal  should  be  exercised,  however,  only  as  a  final  resort. 

When  a  manuscript  shall  have  been  approved  by  the  section  chief 
and  by  the  division  chief,  it  shall  be  submitted  by  the  official  in 
charge  of  the  experiment  station  to  the  director;  but  if  the  manu- 
script appear  to  overlap  the  investigations  of  one  or  more  of  the 
other  divisions,  or  if,  for  other  reasons,  the  official  in  charge  of  the 
experiment  station  may  consider  it  best  to  do  so,  he  may  refer  the 
manuscript  to  a  committee  for  a  report  thereon  to  be  submitted, 
with  the  manuscript,  to  the  director. 

RELATIONS  TO  OWNERS  AND   OPERATORS  OF  MINES. 

Employment  by  the  Federal  Government  gives  the  employee  no 
right  or  authority  to  enter  upon  private  lands  or  property  or  into 
mines  or  mills  owned  by  private  persons  or  corporations. 

If  it  is  desired  to  go  upon  private  mining  property  or  enter  a 
privately  owned  mine  or  mill,  the  consent  of  the  owner,  or,  in  case 
of  a  corporation,  of  the  manager,  superintendent,  or  other  proper 
officer,  should  first  be  obtained,  a  statement  being  made  to  the  owner 
or  proper  corporation  officer  that  the  applicant  is  an  employee  of 
the  Federal  Government,  acting  under  the  direction  of  the  Bureau 
of  Mines,  that  the  proposed  examination  of  the  premises  or  investi- 
gation of  the  mine  is  purely  for  scientific  purposes,  and  that,  without 
the  approval  of  the  owners  or  managers  of  such  property,  the  results 
of  the  investigations  will  not  be  published. 

In  no  case  shall  any  employee,  expert,  or  agent  of  the  Government, 
under  the  direction  of  the  Bureau  of  Mines,  conceal  either  his  iden- 
tity or  his  official  position  for  the  purpose  of  obtaining  any  informa- 
tion or  any  facts  relating  to  mining  properties  or  the  operation  of 
mines,  nor  shall  any  agreement  be  entered  into  by  which  an  em- 
ployee in  any  manner  compromises  his  position  or  places  any 
limitation  upon  his  official  duties. 


CONDUCT  OF  THE  BUREAU  *S  WORK.  15 

RELATIONS  TO  STATE  MINING  DEPARTMENTS  AND  STATE  MINE 

INSPECTORS. 

The  mining  engineers  and  other  employees  of  the  bureau  will 
be  constantly  brought  in  relations  with  State  mining  departments 
and  State  mine  inspectors,  particularly  in  time  of  disasters.  At 
practically  all  such  disasters  one  or  more  State  inspectors  will 
arrive  promptly,  and  under  the  laws  of  most  of  the  States  the 
State  inspector  is  placed  in  full  charge  of  rescue  operations.  The 
employees  of  the  bureau  must,  therefore,  offer  their  assistance  to 
the  inspector  and  be  subject  to  his  orders. 

It  is  advisable  for  a  mining  engineer  to  keep  in  frequent  touch  by 
letter  and  otherwise  with  the  inspectors  in  the  field  in  which  he  is 
working,  so  that  he  may  become  well  acquainted  with  them  and 
inspire  confidence  in  the  character  and  disinterestedness  of  his 
work. 

MAKING   PUBLIC    INFORMATION   OBTAINED    DURING    COURSE    OF 

INVESTIGATIONS. 

Employees  of  the  bureau  are  expressly  forbidden  to  communi- 
cate to  any  person  or  persons,  in  advance  of  actual  publication  by 
the  bureau,  any  results  arrived  at  or  any  information  obtained  dur- 
ing the  course  of  the  bureau's  investigations.  The  only  exceptions 
to  this  general  rule  are  the  following: 

(a)  Such  information  may  be  given  out  by   permission  of  the 
Secretary  of  the  Interior  or  the  Director  of  the  Bureau  of  Mines. 

(b)  Information  regarding  any  defective  mining  devices,  appa- 
ratus, or  machinery,  or  with  regard  to  possible  improvements  in 
the  layout  of  the  mine,  with  a  view  to  preventing  waste  of  ma- 
terial or  lessening  the  danger  of  accidents,  may  be  brought  confi- 
dentially to  the  attention  of  the  mine  management. 

(c)  Analyses  of  gas  and  mine-air  samples  may  be  submitted  tc 
the  mine  management  or  to  the  State  mine  inspector  whenever  it 
is  thought  that  such  information  may  be  of  value  in  connection 
with  the  taking  of  precautions  to  prevent  accidents. 

Information  of  a  confidential  character,  such  as  mine  maps,  drill 
records,  and  statistics  of  production,  supplied  by  private  parties 
or  corporations,  must  be  carefully  guarded,  and  in  the  preparation 
of  reports  for  publication  must  be  used  strictly  in  accordance  with 
the  conditions  stipulated  by  the  persons  furnishing  such  information. 

LECTURES  AND  ADDRESSES  BY  EMPLOYEES. 

When  employees  of  the  bureau  are  requested  to  give  lectures  or  to 
furnish  newspaper  or  magazine  articles  concerning  the  work  of  the 
bureau,  authority  for  such  action  should  be  asked  of  the  director. 


16  MANUAL   OF   REGULATIONS. 

The  request  should  be  accompanied  by  a  one-page  abstract  of  the 
proposed  remarks.  In  an  emergency  case,  telegraphic  authority 
should  be  requested,  followed  by  submission  of  the  written  abstract. 
General  prior  authority  is  given  the  mining  engineers  of  the 
bureau  to  make  addresses  in  connection  with  demonstrations  and 
educational  work  on  the  mine-rescue  cars;  and  similar  authority  is 
also  given  to  foremen  of  rescue  stations  and  of  cars  and  to  first-aid 
miners  to  give  demonstrations  with  explanatory  remarks  concerning 
their  work.  All  remarks  concerning  specific  mine  accidents  should, 
however,  be  restricted  to  general  statements  relating  to  the  supposed 
or  probable  cause  of  the  accident  and  to  means  and  methods  of  pre- 
venting similar  future  accidents. 

TREATMENT   OF   THE  PUBLIC. 

Employees  of  the  Bureau  of  Mines  are  required  to  treat  with 
courtesy  and  politeness  all  persons  with  whom  they  may  be  brought 
in  contact  while  engaged  in  the  exercise  of  their  official  duties.  Un- 
failing patience  and  good  nature  must  be  exercised  in  the  treatment 
of  visitors  to  the  cars,  stations,  laboratories,  and  offices  of  the  bureau, 
and  in  answering  all  requests  for  information  regarding  the  work 
that  the  bureau  is  doing. 

COLLECTION    OF    SPECIMENS. 

Members  of  the  bureau  may  make  collections  of  ores  and  mineral 
specimens  for  use  in  connection  with  the  investigations  upon  which 
they  are  engaged,  such  collections  to  be  turned  over,  upon  the  com- 
pletion of  the  investigations,  to  either  the  headquarters  office  or  one 
of  the  field  offices  of  the  bureau,  where  they  will  form  a  part  of  the 
general  collection  of  ores  and  minerals  maintained  by  the  bureau. 

An  employee,  of  the  bureau  may  also  make  a  private  collection  of 
small  specimens  of  ores  and  minerals,  provided  that  the  making  of 
such  collection  interferes  in  no  way  with  his  duties  to  the  bureau, 
ind  provided  also  that  specimens  collected  in  the  course  of  official 
investigations,  which  are  not  already  duplicated  or  equaled  in  value 
by  similar  specimens  in  the  bureau's  general  collection,  shall  be 
turned  over  to  the  bureau  to  form  a  part  of  that  collection. 

An  employee,  while  engaged  in  official  investigations,  shall  not  col- 
lect specimens  for  sale. 

Specimens  for  official  use,  including  specimens  for  exhibition  at 
an  office  of  the  bureau,  are  not  to  be  purchased  without  proper 
authorization,  and  reimbursement  for  such  purchase  is  to  be  made 
by  itemized  voucher. 


REGULATIONS   GOVERNING  THE   PERSONNEL.  17 

REGULATIONS  GOVERNING  THE  PERSONNEL. 
INTRODUCTION. 

The  following  regulations  are  set  forth  in  somewhat  general  terms 
and  are  intended  merely  as  a  guide  to  the  more  detailed  provisions  of 
departmental  regulations  and  of  the  civil-service  act,  rules,  and 
Executive  orders.  A  careful  study  of  the  civil-service  act  (22  Stat., 
403),  of  the  acts  supplemental  thereto  and  amendatory  thereof,  and 
of  the  rules  and  orders  promulgated  thereunder,  as  contained  in  the 
Civil  Service  Commission's  pamphlet  (edition  of  Sept.  1,  1914),  is, 
therefore,  essential. 

GENERAL  CLASSIFICATION. 

The  executive  civil  service  may  be  classified  as  follows : 

( 1 )  The  classified  service : 

(a)  Competitive  positions. 

(b)  Excepted  positions. 

(2)  The  unclassified  service : 

(c)  Presidential  positions  subject  to  confirmation  by  the 

Senate. 

(d)  Positions  of  mere  unskilled  laborer. 

APPOINTMENTS. 
IN  GENERAL. 

Appointment  to  positions  in  the  Bureau  of  Mines  is  made  either 
by  the  President  (with  or  without  confirmation  by  the  Senate)  or 
by  the  head  of  department.  There  are  only  two  presidential  officers 
in  the  bureau,  the  director  and  the  mine  inspector  for  Alaska,  the 
former  being  appointed  by  the  President  and  confirmed  by  the  Senate 
and  the  latter  being  appointed  by  the  President  alone.  All  other 
appointments  in  the  bureau  are  made  by  the  Secretary  of  the  In- 
terior upon  recommendation  of  the  director.  Original  entrance  to 
all  positions  below  the  presidential  class  (except  those  mentioned  in 
schedules  A  and  B  of  the  Civil  Service  rules)  is  made  as  the  result  of 
examination  and  certification  by  the  Civil  Service  Commission;  but 
these  positions  may  also  be  be  filled  by  the  transfer,  promotion,  or 
reduction  of  employees  already  in  the  service  or  by  the  reinstatement 
of  former  employees. 

PERMANENT  APPOINTMENTS. 

Except  as  provided  in  the  following  paragraph,  prior  approval 
must  be  obtained  from  the  department  at  Washington,  through  the 
bureau,  for  the  creation  of  new  positions  or  the  filling  of  vacancies, 
63485—15 2 


18  MANUAL   OF   REGULATIONS. 

existing  or  prospective.  Request  for  the  certification  of  eligibles  will 
be  made  either  upon  the  Civil  Service  Commission  at  Washington  or 
upon  its  appropriate  district  secretary.  The  so-called  "  district  sys- 
tem of  certification  "  does  not  affect  the  powers  of  appointment  and 
removal,  which,  being  discretionary,  can  not  be  delegated,  nor  does  it 
lessen  in  any  degree  the  supervision  of  field  services  by  the  Washing- 
ton officials. 

The  procedure  to  be  followed  in  making  selections  from  the  eligible 
registers  and  the  probationary  and  absolute  features  of  appointment 
are  set  forth  in  detail  in  Civil  Service  rule  VII. 

The  chief  of  the  particular  division  or  office  will  submit  to  the 
director,  before  the  expiration  of  the  six  months'  probation,  a  report 
concerning  the  service  of  the  probationer  and  make  specific  recom- 
mendation either  that  the  appointee  be  retained  or  that  his  services 
be  terminated. 

TEMPORARY  APPOINTMENTS. 

Temporary  appointments  are  divided  into — 

(a)  Those  made  pending  the  filling  of  a  position  permanently  by 
certification,  promotion,  reduction,  transfer,  or  reinstatement. 

(&)  Those  made  for  job  work,  permanent  appointment  not  being 
required.0 

By  reason  of  the  fact  that  the  filling  of  certain  positions  is  handled 
through  the  district  secretaries  whereas  other  appointments  are  han- 
dled directly  between  the  bureau  and  the  commission,  temporary 
appointments  are  again  divided  into :  First,  those  coming  under  the 
district  system  and  governed  by  the  provisions  of  Civil  Service  form 
131 ;  and,  second,  those  not  coming  under  the  district  system  and 
governed  by  the  general  provisions  of  rule  VIII  and  minutes  of  the 
commission. 

Appointment  to  positions  included  under  class  (a),  above,  may  be 
made  either  under  section  1  or  section  2  of  rule  VIII  without  antece- 
dent authority  of  the  commission,  but  must  be  reported  by  letter  to 
the  commission  when  made.  Prior  approval  must  be  obtained  for  any 
extension  beyond  the  period  indicated  in  these  sections  of  the  rule. 

Appointment  to  positions  included  under  class  (&),  above,  which 
will  not  continue  beyond  30  days,  may  also  be  made  without  prior 
approval  of  the  commission,  but  must  be  reported  by  letter  to  the 
commission  when  made.  Antecedent  authorit}^  must  be  obtained  for 
appointment  for  a  longer  period  than  30  days.  If  an  appointment 
for  three  months  has  been  made  from  a  register  of  the  commission  or 
authorized  by  the  commission  in  the  absence  of  a  register,  it  may  be 

"  Specialists  in  the  field  may  be  employed  from  time  to  time,  in  emergencies,  for  brief 
periods  not  exceeding  seven  days.  Chiefs  of  field  divisions  should  provide  themselves 
with  blank  field-employment  agreements  to  be  used  for  this  purpose. 


REGULATIONS  GOVERNING  THE   PERSONNEL.  19 

continued  for  a  further  period,  not  exceeding  three  months,  without 
the  prior  authority  of  the  commission,  but  such  extension  must  be 
reported  by  letter.  No  appointment  of  this  class  can  be  extended 
beyond  six  months  without  the  prior  approval  of  the  commission, 
and  authority  for  such  extension  can  be  granted  only  when  the  condi- 
tions are  unusual  and  seem  to  the  commission  to  justify,  and  for  no 
purpose  other  than  to  complete  the  job  of 'work  for  which  the  person 
was  originally  appointed. 

The  last  day  of  service  of  temporary  appointees  should  be  promptly 
reported  to  the  bureau  on  the  form  provided  for  the  purpose. 

In  connection  with  mine  disasters  it  may  at  times  be  necessary  to 
give  emergency  employment  to  men  who  have  been  trained  by  the 
bureau  in  rescue  work  and  first  aid  to  the  injured,  utilizing  the  serv- 
ices of  these  men  as  a  part  of  the  volunteer  rescue  corps  of  the  bureau. 
Under  such  circumstances  employment  agreements  should  be  entered 
into  on  Form  6-41,  stipulating  the  agreed  rate  of  pay,  which  in  no 
case  is  to  exceed  $4  per  diem  when  actually  employed.  Should  a 
rescue  man  volunteer  his  services  without  pay,  the  compensation 
should  be  entered  on  the  agreement  as  $1  per  diem  and  expenses. 

TRANSFER. 

Though  not  specifically  authorized  by  the  civil-service  act  and 
rules,  transfers  are  generally  recognized  as  necessary  exceptions  to 
open  competition  with  certain  restrictions  in  the  matter  of  length 
and  continuity  of  service,  age  limitations,  apportionment,  and  exam- 
ination. (Civil  Service  rule  X.) 

Transfers  from  one  department  to  another  follow  the  course  indi- 
cated on  the  blank  (Civil  Service  Commission's  Form  383)  provided 
for  that  purpose. 

Transfers  within  the  department,  the  preliminaries  of  which  are 
arranged  by  agreement  between  bureau  or  division  chiefs,  do  not 
ordinarily  require  the  approval  of  the  Civil  Service  Commission,  but 
the  prior  consent  of  the  commission  must  be  obtained  for  those  which 
involve  questions  of  examination,  apportionment,  etc.  In  the  case  of 
a  contemplated  transfer  within  the  bureau,  the  person  in  charge  of 
the  office  or  division  to  which  the  transfer  is  proposed  should  first  con- 
sult the  chief  of  the  office  or  division  from  which  the  employee  is 
suggested  for  transfer,  and  this  preliminary  should  be  arranged  be- 
fore the  transfer  is  formally  requested  of  the  director. 

PROMOTION. 

In  so  far  as  the  Civil  Service  Commission's  requirements  are  con- 
cerned, promotions  are  subject  only  to  age  limitations  and  appor- 
tionment, and  examination  in  cases  where  the  entrance  tests  are 


20  MAFUAL   OF   REGULATIONS. 

different.  (Civil  Service  Kule  XI.)  The  department  has,  however, 
seen  fit  to  issue  the  following  regulations,  which  further  restrict 
promotions  in  this  bureau: 

(1)  Routine  promotions  shall  be  made  at  one  given  time  during  the  year; 
that  is,  July  1.    Variations  from  this  rule  are  admissible  only  under  exception- 
able conditions,  and  especially  such  as  obtain  in  the  field  service  outside  the 
District  of  Columbia. 

(2)  Promotions  due  to  changes  in  personnel  or  duties  may  be  made  at  any 
time  as  required  by  conditions,   even  though  these  promotions  may  involve 
changes  in  salary. 

(3)  New  appointments  may  be  made  at  any  time  as  circumstances  may  de- 
mand, but,  as  far  as  practicable,  these  should  be  submitted  at  the  end  of  each 
month. 

(4)  As  far  as  practicable  there  shall  be  uniform  salaries  for  the  same  or 
similar  services,  except  as  may  be  required  by  local  conditions. 

The  recommendations  of  section  or  division  heads  are  considered 
by  a  technical  committee  designated  by  the  director,  to  whom  the  re- 
sults of  its  findings  are  submitted.  The  director's  consequent  recom- 
mendations are  submitted  to  the  head  of  department  for  his  consid- 
eration and  action.  The  following  grades  and  classes  have  been 
established  for  positions  in  this  bureau: 

CHEMICAL    GRADES. 

Chemists:  Maximum  salary,  $4,000;  minimum,  $2,400  per  annum,  graded  as 
follows:  $4,000,  $3,500,  $3,300,  $3,000,  $2,700,  and  $2,400. 

Assistant  chemists :  Maximum  salary,  $2,160 ;  minimum,  $1,620  per  annum, 
graded  as  follows:  $2,160,  $1,980,  $1,800,  and  $1,620. 

Junior  chemists:  Maximum  salary,  $1,500;  minimum,  $1,080  per  annum, 
graded  as  follows:  $1,500,  $1,320,  $1,200,  and  $1,080. 

Apprentices:  Maximum  salary,  $960;  minimum,  $720  per  annum,  graded  as 
follows:  $960,  $900,  $840,  $780,  and  $720. 

ENGINEERING    GRADES. 

Engineers:  Maximum  salary,  $4,000;  minimum,  $2,400  per  annum,  graded 
as  follows :  $4,000,  $3,600,.  $3,300,  $3,000,  $2,700,  and  $2,400. 

Assistant  engineers :  Maximum  salary,  $2,160 ;  minimum,  $1,620  per  annum, 
graded  as  follows:  $2,160,  $1,980,  $1,800,  and  $1,620. 

Junior  engineers :  Maximum  salary,  $1,500 ;  minimum,  $1,080  per  annum, 
graded  as  follows:  $1,500,  $1,320,  $1,200,  and  $1,080. 

Apprentices :  Maximum  salary,  $960 ;  minimum,  $720  per  annum,  graded  as 
follows :  $960,  $900,  $840,  $780,  and  $720. 

Foremen  miners:  Maximum  salary,  $1,800;  minimum,  $1,500  per  annum, 
graded  as  follows:  $1,800,  $1,620,  and  $1,500. 

First-aid  miners:  Maximum  salary,  $1,320;  minimum,  $1,080  per  annum, 
graded  as  follows:  $1,320,  $1,200,  and  $1,080. 

CLERICAL   GRADES. 

Chiefs  of  division:  Employees  (mostly  technical)  who  perform  supervisory, 
executive,  and  administrative  duties :  Maximum  salary,  $5,000 ;  minimum,  $2,520 


REGULATIONS  GOVERNING   THE   PERSONNEL.  21 

per  annum,  graded  as  follows:  $5,000,  $4,800,  $4,500,  $4,200,  $3,900,  $3,600,  $3,300, 
$3,000,  $2,840,  $2,720,  $2,600,  and  $2,520. 

Senior  clerks :  Employees  who  are  assigned  to  work  largely  supervisory  or 
requiring  the  highest  order  of  clerical  ability,  involving  much  original  thought, 
consideration,  and  investigation.  Examples  of  such  work  are  the  investigation 
of  large  and  intricate  cases,  requiring  familiarity  with  the  laws  and  decisions  of 
the  courts,  and  with  the  department  practice  and  policy  and  the  drafting  of 
action  thereon;  the  conduct  of  such  investigations  with  the  aid  of  assistants 
whose  work  must  be  directed  and  correlated;  services  as  paying  teller  with  large 
responsibility ;  acting  as  chiefs  of  sections  or  divisions  and  preparing  or  laying 
out  work  for  others.  Maximum  salary,  $2,400;  minimum,  $1,800  per  annum, 
graded  as  follows:  $2,400,  $2,160,  $1,980,  and  $1,800. 

Clerks:  Employees  who  are  assigned  to  work  more  or  less  routine,  involving 
responsibility,  special  ability  and  original  thought,  consideration,  and  investiga- 
tion. Examples  of  such  work  are  directing  and  instructing  clerks  of  lower 
grades;  expert  stenography;  the  ascertaining  of  facts  independently  in  com- 
plicated cases  and  drafting  action  thereon ;  serving  as  confidential  clerk  to  head 
of  department  or  bureau;  bookkeeping,  involving  an  extensive  knowledge  of 
department  records  and  precedents  and  the  handling  of  intricate  accounts; 
recording  complex  and  difficult  cases  and  properly  indexing  the  same ;  service  in 
purchasing  and  issuing  supplies;  service  as  paying  teller;  examining  money 
accounts,  requiring  familiarity  with  the  laws  and  with  regulations  and  require- 
ments of  the  Treasury  Department.  Maximum  salary,  $1,740;  minimun,  $1,500 
per  annum,  graded  as  follows :  $1,740,  $1,620,  and  $1,500. 

Junior  clerks:  Employees  who  are  assigned  to  work  of  a  routine  character 
requiring  but  little  original  thought  or  consideration  but  requiring  judgment, 
responsibility,  and  special  skill.  Examples  of  such  work  are  preparing  briefs 
of  paper  in  a  case  for  recording;  expert  filing;  examining  property  returns; 
issuance  and  distribution  of  supplies;  examining  vouchers  and  disbursing 
accounts  under  the  application  of  simple  standards  and  requirements ;  recording 
cases  and  transactions  where  considerable  judgment  is  required  to  determine 
the  relative  importance  of  factors  and  preparing  an  adequate  index  thereof;  the 
ascertaining  of  facts  independently  and  drafting  action  on  average  cases;  com- 
posing and  preparing  letters  for  official  signature;  stenography,  requiring  skill 
and  practice;  bookkeeping,  involving  a  knowledge  of  the  theory  of  accounts 
and  departmental  records  and  precedents.  Maximum  salary,  $1,440;  minimum, 
$1,200  per  annum,  graded  as  follows:  $3,440,  $1,380,  $1,320,  $1,260,  and  $1,200. 

Under  clerks:  Employees  who  are  assigned  to  work  of  a  simple  or  routine 
character,  requiring  care,  accuracy,  and  skill.  Examples  of  such  work  are  mere 
copying  and  typewriting;  simple  indexing;  filing  cards  and  papers;  briefing 
contents  of  letters  or  documents  on  back ;  preparing  letters  by  filing  blank 
forms  for  official  signature ;  mailing  or  dispatching ;  easier  stenography ;  simple 
bookkeeping,  requiring  but  little  knowledge  of  the  theory  of  accounts.  Maxi- 
mum salary,  $1,140 ;  minimum,  $720  per  annum,  graded  as  follows :  $1,140, 
$1,080,  $1,020,  $960,  $900,  $840,  780,  and  $720. 

REDUCTION. 

Reduction  in  grade  or  compensation  may  be  made  for  delinquency 
or  misconduct  or  for  administrative  reasons.  If  for  the  former, 
the  persons  whose  reduction  is  proposed  shall  be  furnished  with  a 
statement  of  the  reasons  and  be  allowed  a  reasonable  time  for  per- 


22  MANUAL  OF   KEGULATIONS. 

sonally  answering  the  same  in  writing.  If  for  the  latter,  the  pro- 
cedure may  be  limited  to  the  filing  of  a  statement  of  reasons  with 
the  order  for  reduction.  (Civil  Service  rule  XII.) 

REINSTATEMENT. 

A  person  separated  without  delinquency  or  misconduct  may  be 
reinstated  at  any  time  within  one  year,  provided  the  position  to 
which  reinstatement  is  proposed  does  not  require  an  examination 
different  from  that  required  for  the  position  from  which  he  was 
separated,  in  which  case  the  proposed  appointee  must  first  pass  an 
appropriate  examination  before  the  Civil  Service  Commission.  The 
one-year  limitation  does  not,  however,  apply  to  a  person  who  served 
in  the  Civil  War  or  the  War  with  Spain  and  was  honorably  dis- 
charged, nor  to  his  widow,  nor  an  Army  nurse  of  either  war.  (Civil 
Service  rule  IX.) 

OATH  OF  OFFICE  AND  ASSIGNMENT  TO  DUTY. 

The  oath  of  office  is  a  condition  precedent  to  receiving  salary,  a 
new  oath  being  required  wherever  there  is  a  change  which  necessitates 
a  new  appointment.  The  chief  clerk  of  the  department  and  chief 
clerks  of  bureaus  are  authorized  to  administer  oaths.  Oaths  of  ap- 
pointees outside  of  Washington,  D.  C.,  must  be  executed  before  a 
notary  public  (who  may  also  be  an  employee  of  the  department)  or 
clerk  of  court. 

By  departmental  order  certificates  of  changes  in  the  personnel  must 
be  dated  and  submitted  for  signature  at  least  three  days  before  the 
change  is  to  become  effective,  and  appointees  must  not  ~be  assigned, 
to  duty  before  their  appointments  have  been  approved  by  the  depart- 
ment. Where,  by  reason  of  some  extraordinary  or  unusual  circum- 
stance, a  departure  from  these  instructions  is  necessary,  written  ex- 
planation must  be  made  by  the  chief  of  bureau,  and  the  department 
will  determine  in  each  case  whether  the  explanation  is  sufficient  to 
justify  an  exception  to  the  rule. 

SEPARATIONS. 
REMOVAL. 

The  requirements  of  notice  and  an  opportunity  to  reply,  in  writing, 
to  charges  preferred  apply  only  to  persons  in  the  competitive  classified 
service,  all  other  employees  being  removable  at  the  pleasure  of  the 
appointing  officer.  (Civil  Service  rule  XII.) 

RESIGNATION. 

Kesignations  should  be  promptly  transmitted  with  the  recom- 
mendation of  the  division  or  section  chief,  no  other  notice  being 
required. 


COMPENSATION   FOE  INJURIES.  23 

HOURS  OF  LABOR  AND  LEAVES  OF  ABSENCE. 

The  hours  of  labor  and  leaves  of  absence  of  employees  of  this 
bureau  are  governed  by  the  department's  current  regulations  on  these 
subjects. 

USE  OF  INTOXICATING  LIQUORS. 

Beer,  wine,  or  intoxicating  liquors  of  any  sort  must  not  be  brought 
into  or  used  in  the  cars,  stations,  laboratories,  or  offices  of  the  bureau, 
A  violation  of  this  rule  will  be  sufficient  cause  for  summary  removal 
from  the  service. 

COMPENSATION  FOR  INJURIES. 

RIGHT  OF  EMPLOYEES  TO  COMPENSATION. 

The  so-called  employee's  compensation  act  of  May  30,  1908  (35 
Stat.  L.,  556),  was  amended  on  March  11,  1912  (Pub.  No.  101;  37 
Stat.  L.,  74),  to  include  employees  engaged  in  any  hazardous  work 
under  the  Bureau  of  Mines.  The  provisions  of  these  acts  are  as 
follows : 

EMPLOYEE'S  COMPENSATION  ACT. 

That  when,  on  or  after  August  first,  nineteen  hundred  and  eight,  any  person 
employed  by  the  United  States  as  an  artisan  or  laborer  in  any  of  its  manufac- 
turing establishments,  arsenals,  or  navy  yards,  or  in  the  construction  of  river 
and  harbor  fortification  work,  or  in  hazardous  employment  on  construction 
work  in  the  reclamation  of  arid  lands  or  the  management  and  control  of  the 
same,  or  in  hazardous  employment  under  the  Isthmian  Canal  Commission,  is 
injured  in  the  course  of  such  employment,  such  employee  shall  be  entitled  to 
receive  for  one  year  thereafter,  unless  such  employee,  in  the  opinion  of  the 
Secretary  of  Commerce  and  Labor,  be  sooner  able  to  resume  work,  the  same 
pay  as  if  he  continued  to  be  employed,  such  payment  to  be  made  under  such 
regulations  as  the  Secretary  of  Commerce  and  Labor  may  prescribe :  Provided, 
That  no  compensation  shall  be  paid  under  this  act  where  the  injury  is  due  to 
the  negligence  or  misconduct  of  the  employee  injured,  nor  unless  said  injury 
shall  continue  for  more  than  fifteen  days.  All  questions  of  negligence  or  mis- 
conduct shall  be  determined  by  the  Secretary  of  Commerce  and  Labor. 

SEC.  2.  That  if  any  artisan  or  laborer  so  employed  shall  die  during  said  year 
by  reason  of  such  injury  received  in  the  course  of  such  employment,  leaving 
a  widow,  or  a  child  or  children  under  sixteen  years  of  age,  or  a  dependent 
parent,  such  widow  and  child  or  children,  and  dependent  parent  shall  be  en- 
titled to  receive,  in  such  portions  and  under  such  regulations  as  the  Secretary 
of  Commerce  and  Labor  may  prescribe,  the  same  amount  for  the  remainder 
of  the  said  year  that  said  artisan  or  laborer  would  be  entitled  to  receive  as 
pay  if  such  employee  were  alive  and  continued  to  be  employed:  Provided, 
That  if  the  widow  shall  die  at  any  time  during  said  year  her  portion  of  said 
amount  shall  be  added  to  the  amount  to  be  paid  to  the  remaining  beneficiaries 
under  the  provisions  of  this  section,  if  there  be  any. 

SEC.  3.  That  whenever  an  accident  occurs  to  any  employee  embraced  within 
the  terms  of  the  first  section  of  this  act,  and  which  results  in  death  or  a  prob- 


24  MANUAL  OF  REGULATIONS. 

able  incapacity  for  work,  it  shall  be  the  duty  of  the  official  superior  of  such 
employee  to  at  once  report  such  accident  and  the  injury  resulting  therefrom 
to  the  head  of  his  bureau  or  independent  office,  and  his  report  shall  be  im- 
mediately communicated  through  regular  official  channels  to  the  Secretary  of 
Commerce  and  Labor.  Such  report  shall  state,  first,  the  time,  cause,  and  nature 
of  the  accident  and  injury  and  the  probable  duration  of  the  injury  resulting 
therefrom;  second,  whether  the  accident  arose  out  of  or  in  the  course  of  the 
injured  person's  employment;  third,  whether  the  accident  was  due  to  negli- 
gence or  misconduct  on  the  part  of  the  employee  injured;  fourth,  any  other 
matters  required  by  such  rules  and  regulations  as  the  Secretary  of  Commerce 
and  Labor  may  prescribe.  The  head  of  each  department  or  independent  office 
shall  have  power,  however,  to  charge  a  special  official  with  the  duty  of  making 
such  reports. 

SEC.  4.  That  in  the  case  of  any  accident  which  shall  result  in  death,  the  per- 
sons entitled  to  compensation  under  this  act,  or  their  legal  representatives,  shall 
within  ninety  days  after  such  death  file  with  the  Secretary  of  Commerce  and 
Labor  an  affidavit  setting  forth  their  relationship  to  the  deceased  and  the 
ground  of  their  claim  for  compensation  under  the  provisions  of  this  act.  This 
shall  be  accompanied  by  the  certificate  of  the  attending  physician  setting  forth 
the  fact  and  cause  of  death,  or  the  nonproduction  of  the  certificate  shall  be 
satisfactorily  accounted  for.  In  the  case  of  incapacity  for  work  lasting  more 
than  fifteen  days,  the  injured  party  desiring  to  take  the  benefit  of  this  act  shall, 
within  a  reasonable  period  after  the  expiration  of  such  time,  file  with  his 
official  superior,  to  be  forwarded  through  regular  official  channels  to  the  Secre- 
tary of  Commerce  and  Labor,  an  affidavit  setting  forth  the  grounds  of  his  claim 
for  compensation,  to  be  accompanied  by  a  certificate  of  the  attending  physician 
as  to  the  cause  and  nature  of  the  injury  and  probable  duration  of  the  inca- 
pacity, or  the  nonproduction  of  the  certificate  shall  be  satisfactorily  accounted 
for.  If  the  Secretary  of  Commerce  and  Labor  shall  find  from  the  report  and 
affidavit  or  other  evidence  produced  by  the  claimant  or  his  or  her  legal  rep- 
resentatives, or  from  such  additional  investigation  as  the  Secretary  of  Com- 
merce and  Labor  may  direct,  that  a  claim  for  compensation  is  established  under 
this  act,  the  compensation  to  be  paid  shall  be  determined  as  provided  under 
this  act  and  approved  for  payment  by  the  Secretary  of  Commerce  and  Labor. 

SEC.  5.  That  the  employee  shall,  whenever  and  as  often  as  required  by  the 
Secretary  of  Commerce  and  Labor,  at  least  once  in  six  months,  submit  to  medi- 
cal examination,  to  be  provided  and  paid  for  under  the  direction  of  the'  Secre- 
tary, and  if  such  employee  refuses  to  submit  to  or  obstructs  such  examination 
his  or  her  right  to  compensation  shall  be  lost  for  the  period  covered  by  the 
continuance  of  such  refusal  or  obstruction. 

SEC.  6.  That  payments  under  this  act  are  only  to  be  made  to  the  beneficiaries 
or  their  legal  representatives  other  than  assignees  and  shall  not  be  subject  to 
the  claims  of  creditors. 

SEC.  7.  That  the  United  States  shall  not  exempt  itself  from  liability  under 
this  act  by  any  contract,  agreement,  rule,  or  regulation,  and  any  such  contract, 
agreement,  rule,  or  regulation  shall  be  pro  tanto  void. 

SEC.  8.  That  all  acts  or  parts  of  acts  in  conflict  herewith  or  providing  a  differ- 
ent scale  of  compensation  or  otherwise  regulating  its  payment  are  hereby 
repealed. 

AMENDATORY   ACT. 

That  the  provisions  of  the  act  approved  May  thirtieth,  nineteen  hundred 
and  eight,  entitled  "An  act  granting  to  certain  employees  of  the  United  States 
the  right  to  receive  from  it  compensation  for  injuries  sustained  in  the  course  of 


COMPENSATION   FOR  INJURIES.  25 

their  employment,"  shall,  in  addition  to  the  classes  of  persons  therein  desig- 
nated, be  held  to  apply  to  any  artisan,  laborer,  or  other  employee  engaged  in 
any  hazardous  work  under  the  Bureau  of  Mines  or  the  Forestry  Service  of  the 
United  States:  Provided,  That  this  act  shall  not  be  held  to  embrace  any  case 
arising  prior  to  its  passage. 

It  should  be  noted  that  the  amendatory  act  is  broader  than  the 
original  act  in  that  it  applies  to  all  employees  engaged  in  hazardous 
work  under  the  Bureau  of  Mines  and  not  solely  to  persons  employed 
as  artisans  or  laborers. 

Compensation  under  this  act  is  paid  from  the  regular  appropria- 
tions of  the  Bureau  of  Mines,  and  not  from  special  appropriations 
made  for  this  purpose  by  Congress.  Compensation  will  not  be  paid 
under  this  act  for  any  period  for  which  the  employee  has  already 
received  his  regular  salary ;  for  example,  an  employee  may  not  apply 
for  and  be  granted  sick  leave  on  account  of  an  injury  and  receive  his 
salary  for  the  period  covered  by  such  sick  leave,  and  then  apply  for 
compensation  under  this  act  to  cover  the  period  of  sick  leave  for 
which  payment  has  already  been  made.  In  such  case  the  employee 
will  be  required  to  refund  the  money  paid  under  such  leave  before 
he  can  claim  the  benefits  of  the  act. 

Blank  forms  for  reports  and  applications  under  this  act  may  be 
obtained  from  the  Washington  office  of  the  bureau  upon  request.  All 
reports  and  applications  must  be  submitted  in  triplicate  and  care 
should  be  exercised  to  see  that  all  the  information  called  for  by  the 
various  forms  is  supplied.  If  any  additional  facts  or  information 
with  reference  to  the  injury  exists  which  it  is  felt  should  be  reported 
it  is  expected  that  the  immediate  official  superior  of  the  injured  em- 
ployee will  report  the  same  and  transmit  such  report  along  with  the 
claim  and  other  papers  in  the  case.  All  reports  and  claims  for  com- 
pensation are  to  be  promptly  submitted  to  the  Washington  office, 
through  the  immediate  official  superior  of  the  injured  employee,  for 
transmission  to  the  Secretary  of  Labor. 

For  the  purpose  of  carrying  out  the  provisions  of  this  act  the  fol- 
lowing regulations  have  been  prescribed  by  the  Secretary  of  Labor, 
to  whom,  by  the  act  of  March  8,  1913  (36  Stat.,  736),  the  duty  of 
administering  the  laws  relating  to  the  compensation  of  labor  is 
delegated. 

REPORTS   TO  BE   MADE  FOR  ALL  EMPLOYEES   INJURED. 

Whenever  an  injury  is  sustained  by  any  Government  employee  due  to  an 
accident  occuring  in  the  course  of  his  employment,  and  the  injury  is  of  such  a 
nature  as  to  prevent  the  employee  from  performing  work  for  one  day  or  longer, 
the  case  will  be  reported  by  the  official  superior  of  such  employee  on  form 
C.  A.  1  not  later  than  the  second  day  after  the  accident. 

Whenever  a  person  who  has  been  reported  disabled  by  an  accident  returns  to 
work  a  report  of  his  return  to  work  will  be  made  immediately  on  form  C.  A.  2 
by  his  official  superior  . 


26  MANUAL   OF   REGULATIONS. 

Cases  of  death  occurring  either  immediately  or  within  one  year  after  the  ac- 
cident will  be  reported  on  form  C.  A.  3  as  soon  as  possible  after  knowledge  of 
such  death  reaches  the  official  superior. 

PEOCEDUBE   IN    CASE   OF  DISABILITY. 

Whenever  an  employee  has  been  disabled  for  more  than  15  days  and  desires 
to  claim  the  benefits  of  this  act,  he  must  promptly  fill  out  form  C.  A.  4,  "  Claim 
for  compensation  to  injured  employees,"  and  submit  the  same  through  his  offi- 
cial superior.  This  claim  must  be  accompanied  by  a  certificate  of  the  attend- 
ing physician  as  to  the  cause  and  nature  of  the  injury  and  probable  duration  of 
the  incapacity  (or  the  nonproduction  of  the  certificate  must  be  satisfactorily 
accounted  for),  and  must  also  be  accompanied  by  the  certificate  of  his  official 
superior. 

If  the  claim  is  approved  by  the  Secretary  of  Labor,  the  compensation  will  be 
granted  during  disability  for  a  period  not  exceeding  six  months. 

In  order  to  procure  compensation  for  disability  for  more  than  six  months, 
application  must  be  made  on  form  C.  A.  8  for  a  medical  examination  at  the 
end  of  that  period  by  a  physician  provided  by  the  Secretary  of  Commerce 
and  Labor.  Unless  such  examination  is  made,  or  if  the  examination  discloses 
that  the  injured  employee  is  no  longer  unable  to  resume  work,  the  compensa- 
tion payments  will  be  discontinued  at  the  end  of  the  six  months'  period.  If  the 
injured  employee's  condition  as  disclosed  by  the  medical  examination  justifies 
it,  the  disability  payments  will  be  approved  and  continued  in  the  same  manner 
as  before  for  a  total  period  of  not  exceeding  one  year. 

In  order  to  secure  this  compensation  the  injured  employee  on  each  pay  day 
must  file  with  the  disbursing  officer  a  certificate  that  he  is  still  unable  to  resume 
work  (form  C.  A.  7).  This  certificate  must  be  attested  by  a  duly  qualified 
physician  and  approved  by  the  employee's  official  superior. 

PBOCEDUBE  IN  CASE  OF  DEATH. 

Whenever  an  employee  entitled  to  compensation  under  this  act  dies  as  a 
result  of  accidental  injury  received  in  the  course  of  his  employment,  his  wife, 
his  children  under  16  years  of  age,  or  his  parent  or  parents,  if  dependent  upon 
his  earnings  for  support,  are  entitled  to  be  paid,  if  they  desire  to  claim  payment 
under  this  act,  the  same  compensation  that  he  would  have  been  entitled  to 
receive  had  the  injury  not  resulted  in  death.  Such  dependents  are  to  be  fur- 
nished with  copies  of  the  form  for  claim  for  compensation  (C.  A.  16)  by  the 
official  superior  of  the  deceased  employee. 

All  claims  for  compensation  in  case  of  death  must  be  filed  within  90  days 
of  the  date  of  death  or  the  right  to  compensation  will  be  lost. 

Each  of  the  persons  enumerated  above  as  being  entitled  to  share  in  the  com- 
pensation must  file  a  claim  (form  C.  A.  16),  accompanied  by  a  physician's  cer- 
tificate of  death  and  a  certificate  of  the  official  superior  of  the  deceased,  if  he, 
she,  or  they  wish  to  claim  the  benefits  of  the  act. 

It  is  highly  important  to  note  that  the  claim  for  compensation  .in  case  of 
death  must  be  filed  within  90  days ;  that  is  to  say,  it  must  be  filed  with  the  Sec- 
retary of  Labor  within  90  days.  It  will  not  satisfy  this  requirement  to  file 
this  claim  with  the  official  superior  of  the  deceased  employee  within  90  days, 
but  it  must  be  submitted  to  the  said  official  superior  a  sufficient  length  of  time 
before  the  expiration  of  such  90-day  period  to  permit  of  its  transmission 
through  the  usual  channels  to  the  Secretary  of  Labor. 


OTHEE  REGULATIONS  GOVERNING  CONDUCT  OF  EMPLOYEES.       27 

If  the  claim  is  approved  and  the  compensation  is  payable  to  more  than  one 
person,  the  Secretary  of  Labor  will  designate  the  portion  to  be  paid  each 
claimant. 

The  official  superior  of  the  injured  employee  will  make  a  report  on  form 
C.  A.  15  whenever  the  payment  of  compensation  to  any  person  is  discontinued. 

By  section  3  of  the  act  of  March  4,  1913  (36  Stat.,  736),  the  duty 
of  administering  the  laws  relating  to  the  compensation  of  injured 
employees  is  delegated  to  the  Secretary  of  the  Department  of  Labor. 

OTHER  REGULATIONS  GOVERNING  CONDUCT  OF 
EMPLOYEES. 

CLAIMS  OF  DEBT. 

Department  order  of  May  26,  1910,  relative  to  claims  of  debt,  is 
as  follows: 

Unofficial  and  personal  business  engagements  with  employees  of  this  depart- 
ment should  be  entered  into  as  with  persons  not  in  the  public  service. 

The  department  will  not  act  as  a  collection  agent  of  debts  of  its  employees. 
Gross  or  habitual  turpitude  in  this  particular  will,  however,  be  regarded  as  in- 
consistent with  the  qualities  of  character  essential  to  honorable  public  service 
and  retention  therein. 

Complaints  based  on  transactions  involving  usury  will  not  be  considered  by 
the  department. 

DESTROYING  OB  INJURING  RECORDS,  ETC. 

Employees  of  the  bureau  are  forbidden  to  destroy  or  to  mutilate, 
except  for  official  use,  any  books,  papers,  records,  or  documents  that 
belong  to  the  Government  or  pertain  to  public  business.  Whenever 
divisions,  sections,  or  employees  have  such  books,  papers,  or  docu- 
ments for  which  they  have  no  further  use,  instructions  regarding 
disposal  should  be  asked  of  the  director,  and  if  after  examination, 
it  is  found  that  the  books,  papers,  records,  or  documents  can  not  be 
utilized  by  any  other  division,  section,  or  employee,  and  that  they 
are  no  longer  of  use  in  the  transaction  of  current  business  or  valuable 
for  historical  or  other  purposes,  they  will  be  disposed  of  under  an 
act  of  Congress  that  specifically  provides  for  the  disposition  of 
useless  papers. 

Whoever  shall  willfully  and  unlawfully  conceal,  remove,  mutilate,  obliterate, 
or  destroy,  or  attempt  to  conceal,  remove,  mutilate,  obliterate,  or  destroy,  or, 
with  intent  to  conceal,  remove,  mutilate,  obliterate,  destroy,  or  steal,  shall 
take  and  carry  away  any  record,  preceding,  map,  book,  paper,  document,  or 
other  thing  filed  or  deposited  with  any  clerk  or  officer  of  any  court  of  the 
Unites  States,  or  in  any  public  office,  or  with  any  judicial  or  public  officer  of 
the  United  States,  shall  be  fined  not  more  than  two  thousand  dollars,  or  im- 
prisoned not  more  than  three  years,  or  both.  (Sec.  128,  35  Stat.  L.,  p.  1111, 
Penal  Code.) 

Whoever,  having  the  custody  of  any  record,  proceeding,  map,  book,  document, 
paper,  or  other  thing  specified  in  the  preceding  section,  shall  willfully  and  un- 


28  MANUAL   OF  REGULATIONS. 

lawfully  conceal,  remove,  mutilate,  obliterate,  falsify,  or  destroy  any  such 
record,  proceeding,  map,  book,  document,  paper,  or  thing  shall  be  fined  not 
more  than  two  thousand  dollars,  or  imprisoned  not  more  than  three  years,  or 
both;  and  shall,  moreover,  forfeit  his  office  and  be  forever  afterward  disquali- 
fied from  holding  any  office  under  the  Government  of  the  United  States.  (Sec. 
129,  35  Stat.  L.,  p.  1112.  See,  also,  25  Stat.,  672.) 

ATTENDANCE  AT  COURT  AND  TESTIFYING  AS  WITNESSES. 

Employees  and  experts  of  the  bureau  shall  in  no  case  appear  as 
witnesses,  either  before  a  coroner  or  in  court,  without  being  properly 
subpoenaed. 

When  properly  served  with  a  subpoena  from  either  a  State  or  a 
Federal  court,  and  fees  and  mileage  paid  if  required  by  law,  all 
persons  must  obey  such  subpoena  and  be  present  at  the  time  and 
place  designated.  Employment  by  the  Government  does  not  exempt 
persons  from  this  duty,  and  only  the  party  causing  the  witnesses  to 
be  subpoenaed  can  excuse  them  from  attendance. 

When  an  employee  or  expert  is  subpoenaed,  sworn,  and  called  to 
the  stand  to  testify,  he  should  not  give  any  testimony  without  being 
compelled  to  do  so  by  the  court,  but  should  then  and  there  claim 
the  privilege  of  exemption  from  testifying  as  a  witness.  On  per- 
mission given  he  should  state  to  the  court  that  he  has  been  instructed 
under  the  authority  of  the  Secretary  of  the  Interior  of  the  Federal 
Government  not  to  divulge,  except  in  his  written  report  to  the  head 
of  the  bureau,  any  matters  discovered  or  any  information  gained  in 
connection  with  his  work  or  service  in  the  inspection  or  examination 
of  any  mine.  He  should  state  fully  the  facts  as  to  his  employment 
by  the  Government  as  an  employee  or  expert ;  that  he  has  investi- 
gated the  mine  or  place  in  controversy  for  the  sole  purpose  of  ascer- 
taining its  condition  and  of  embodying  the  facts  and  conditions  in  a 
report  either  submitted  or  to  be  submitted  by  him  to  the  Bureau  of 
Mines,  and  for  ho  other  purpose  and  in  no  other  capacity ;  and  that 
he  has  not  otherwise  revealed  or  made  public  either  the  information 
obtained  or  the  matters  incorporated  or  to  be  incorporated  in  his 
report. 

The  witness  should  state  frankly  to  the  court  that  he  does  not 
intend  to  put  himself  in  contempt  of  court,  but  that  he  claims  the 
right  of  exemption  from  testifying  for  the  protection  of  the  Gov- 
ernment service.  He  should  state  fully  the  conditions,  if  there  be 
any  such,  by  which  he  was  permitted  to  examine  the  mine  or  place 
in  controversy,  and  all  the  circumstances  by  reason  of  which  he 
obtained  knowledge  of  facts  and  was  enabled  to  form  scientific  con- 
clusions or  opinions.  He  should  also  explain  to  the  court  that  the 
experts  and  employees  of  this  bureau  are  without  authority  in  law 
to  enter  and  inspect  mines  or  mining  property,  that  this  can  only 


OTHER  REGULATIONS  GOVERNING  CONDUCT  OF  EMPLOYEES.       29 

be  done  with  the  consent  of  the  mine  owner  or  operator,  and  that, 
if  such  employees  and  experts  are  required  to  give  evidence  in  such 
cases,  mine  owners  and  operators  will  cease  to  permit  them  to  enter 
their  mines,  and  as  a  result  the  chief  purpose  of  the  Bureau  of 
Mines  will  be  either  hampered  greatly,  or  entirely  frustrated — the 
purpose  and  aim  of  the  bureau  being  to  make  such  scientific  in- 
vestigations as  will  assist  in  preventing  mine  accidents,  and  not  to 
aid  private  parties  in  enforcing  claims,  or  to  make  mine  owners  or 
operators  liable  for  the  manner  in  which  their  mines  have  been 
operated. 

If  the  court  decides  that  the  employee  or  expert  must  testify,  the 
latter  should  then  ask  leave  to  consult  a  United  States  attorney,  and 
the  witness  should  be  guided  by  the  advice  and  direction  tendered. 

The  privilege  of  exemption  from  testifying  is  a  personal  privilege 
and  must  be  claimed  by  the  witness  in  his  own  behalf.  It  can  not  be 
made  for  him  by  the  attorneys  for  either  of  the  parties  in  a  case  on 
trial,  and  it  must  be  promptly  claimed  when  the  first  question  is 
asked  and  before  answering  any  questions  asked  by  the  attorneys. 
The  privilege  is  waived  if  the  witness  answers. 

ACTION  UNDER  PROSECUTION  OR  WHEN  ARRESTED. 

If  an  action  is  brought  in  any  local  court  against  any  employee 
in  connection  with  any  act  under  the  direction  or  authority  of  the 
Bureau  of  Mines,  such  employee  should  immediately  consult  a 
United  States  attorney,  and  take  no  steps  in  the  case  until  he  has 
sent  a  full  statement  of  the  proceedings  to  the  director.  He  should 
then  await  instructions  from  the  bureau  or  from  the  Department  of 
Justice. 

If  an  employee  or  expert  is  arrested  on  any  charge  in  connection 
with  his  services  for  the  bureau,  and  the  punishment  decreed  is  a 
fine  or  imprisonment  in  the  event  of  failure  to  pay  the  fine,  the  fine 
should  not  be  paid,  but  bond  should  be  given  and  an  appeal  taken. 

INTEREST  IN   CONTRACTS   OR  PURCHASES. 

No  employee  of  the  Government  shall  have  any  interest,  directly 
or  indirectly,  in  any  contract  made  or  under  negotiation  with  the 
Government  or  with  the  Indians  for  the  purchase,  transportation,  or 
delivery  of  supplies  or  goods  for  the  Indians  or  for  the  removal  of 
the  Indians. 

MISREPRESENTATION  OF  OFFICIAL   CAPACITY. 

No  employee  or  expert  shall  pretend  or  represent  himself  to  be 
an  executive  or  peace  officer  of  the  Government  at  any  time  for  any 
purpose. 


30  MANUAL  OF  BEGULATIONS. 

ACCOUNTS  AND  DISBURSEMENTS. 
APPROPRIATIONS. 

Unless  an  appropriation  has  been  made  therefor,  and  unless  au- 
thorization has  been  given  by  Congress  and  by  the  Secretary  of  the 
Interior,  no  work  shall  be  undertaken  nor  indebtedness  incurred. 

Section  3679  of  the  Eevised  Statutes  as  amended  (34  Stat.,  49) 
provides  that — 

No  executive  department  or  other  Government  establishment  of  the  United 
States  shall  expend  in  any  one  fiscal  year  any  sum  in  excess  of  appropriations 
made  by  Congress  for  that  fiscal  year,  or  involve  the  Government  in  any  con- 
tract or  other  obligation  for  future  payment  of  such  appropriation  unless  such 
contract  or  obligation  is  authorized  by  law. 

******* 

Any  person  violating  any  provision  of  this  section  shall  be  summarily  removed 
from  office,  and  may  also  be  punished  by  a  fine  of  not  less  than  one  hundred 
dollars  or  by  imprisonment  for  not  less  than  one  month. 

PLANS   AND    ESTIMATES. 

Plans  and  estimates  for  the  work  of  each  fiscal  year  must  be  sub- 
mitted by  the  various  section  chiefs  to  the  director  at  least  one  month 
before  the  beginning  of  each  fiscal  year. 

ALLOTMENTS. 

Letters  of  allotment  authorizing  the  expenditure  of  stated  amounts 
will  be  issued  to  division  and  section  chiefs  after  the  appropriations 
have  been  made  by  Congress  and  the  plans  have  been  approved  by 
the  Secretary  of  the  Interior.  Such  allotments  will  be  made  to  cover 
the  salaries  and  other  specific  classes  of  expenditure  that  may  be 
necessary  to  the  economic  operation  of  each  division  and  section. 

Allowances  must  not  be  exceeded  under  any  conditions  without 
prior  authorization  in  writing  from  the  director  or  the  assistant 
director.  To  this  end  it  is  important  that  the  officer  to  whom  an 
allotment  is  made  shall  keep  an  accurate  current  account  of  all  in- 
debtedness incurred  thereunder. 

Allotments  may  under  some  conditions  be  made  from  more  than 
one  appropriation.  Consequently  in  the  preparation  of  requisitions 
and  in  the  account  kept  of  expenditures  care  must  be  exercised  that 
the  charge  is  made  against  the  proper  appropriation,  and  only  for 
work  specifically  authorized  by  law  under  that  appropriation. 

VOUCHERS. 
KINDS  OF  VOUCHERS. 

Vouchers  are  authorized  forms  of  accounts  required  for  all  ex- 
penditures of  Government  funds.  Service  vouchers  and  pay  rolls 


ACCOUNTS  AND  DISBURSEMENTS. 


31 


cover  compensation  for  personal  services ;  traveling-expense  vouchers 
cover  expenditures  previously  made  by  employees  in  the  course  of 
official  travel;  and  purchase  vouchers  cover  purchases  of  whatever 
sort  when  payment  is  to  be  made  by  a  disbursing  officer.  Sub- 
vouchers  are  receipts  for  minor  cash  expenditures,  which  serve  as  a 
basis  for  the  reimbursement  of  the  employee  making  the  expendi- 
tures and  are  used  to  supplement  traveling-expense  vouchers.  Cer- 
tain general  rules  as  to  methods  of  filling  out  vouchers  apply  to  all 
these  forms. 

GENERAL  RULES  CONCERNING  PREPARATION   OF  VOUCHERS. 

The  name  at  the  head  of  a  voucher  must  be  literally  identical 
with  the  name  signed  to  the  first  certificate  thereon.  Exception  is 
made  only  when  the  certificate  is  signed  by  the  authorized  agent  of 
a  corporation.  For  example,  a  certificate  for  the  Western  Union 
Telegraph  Co.  must  be  signed  "  Western  Union  Telegraph  Co.,"  by 
"  James  Brown,  operator,"  or  by  "Arthur  Smith,  manager,"  in  which 
case  the  name  of  the  company  only  should  be  written  at  the  head  of 
the  voucher.  The  signature  "  Western  Union  Telegraph  Co."  is  inad- 
missible. Signatures  such  as  "  John  Thomas  by  Henry  Jones  "  are 
not  admissible. 

When  a  certificate  is  required  of  a  person  who  is  unable  to  write 
his  name  should  be  affixed,  he  should  make  his  mark,  and  some  dis- 
interested party,  whose  address  must  be  given,  should  sign  as  a  wit- 
ness. If  no  other  person  is  available,  the  employee  making  the  pay- 
ment may  act  as  a  witness,  but  he  must  make  proper  explanation  of 
such  action  on  the  voucher. 

Any  items  in  a  voucher  that  do  not  on  their  face  appear  germane 
to  the  work,  or  any  irregularities  in  the  form  of  the  voucher,  should 
be  fully  explained  by  a  memorandum  attached  to  the  voucher  or  a 
notation  across  the  face  thereof.  A  sample  of  a  properly  prepared 
traveling  and  miscellaneous  expense  voucher  is  shown  below : 

Sample  of  traveling  and  miscellaneous-expense  voucher. 
Page  1.    Name Date,  June,  1912. 


Date. 
12. 

Itemized  statement  of  actual  necessary  expenses. 

Sub- 
voucher 
No. 

Amount. 

June    1 

Street  car  fare,  residence  to  station,  Pittsburgh  Pa 

10  05 

Transfer  of  baggage,  residence  to  railway  station,  Pittsburgh,  1  trunk  
Railroad  fare,  Pittsburgh,  Pa.  .to  Ridgway,  Pa  .     .                         

.50 
3  83 

Pullman,  Pittsburgh  Pa    to  Ridgway  Pa    lower  berth 

1  50 

Supper  en  route  

85 

June    2 

Pullman  porterage 

25 

Hack  fare,  station  to  hotel,  Ridgway  (arrived  Sam).                

50 

Lodging  at  Ridgway  (train  arrived  Sam)  subvoucher 

1 

50 

Transfer  self  and  baggage,  hotel  to  railway  station  in  Ridgway  (1  trunk).. 

1.00 

Railroad  fare,  Ridgway   Pa  ,  to  Emporium  Pa                 ....... 

78 

Parlor-car  fare,  Ridgway,  Pa.,  to  Emporium,  Pa.  . 

.35 

32  MANUAL  OF   REGULATIONS. 

Sample  of  traveling  and  miscellaneous-expense  voucher — Continued. 


Date, 
12. 

Itemized  statement  of  actual  necessary  expenses. 

Sub- 
voucher 
No. 

Amount. 

June    2 
June    3 

June    4 
June    8 

June    9 

Porterage  parlor-car  porter 

$0.15 
.20 
.40 
.55 
.70 
.30 
1.00 
.35 

4.00 
.50 
.70 

.45 
.25 

L7fi 

2.00 

8.00 
.20 

1.00 
.10 
.78 
.15 
1.00 
.25 

Checking,  2  pieces  hand  baggage,  Emporium  Pa 

Breakfast  (Emporium) 

Dinner  (Emporium)  

Supper  (Emporium) 

Waiter  fees,  3  meals  

Lodging  at  Emporium,  Pa 

Breakfast,  Emporium,  Pa  

Livery,  Emporium  to  Rich  Valley,  Pa.  (subvoucher)  (including  services  of 
driver  Geo  H  White) 

2 

Subsistence  of  driver  (dinner) 

Supper,  Emporium,  Pa.,  60  cents;  waiter  fee,  10  cents 

Telephone  message  from  Emporium,  Pa.,  to  J.  H.  Miller,  Ridgway,  Pa., 
5  minutes  

Bath,  Emporium,  Pa  

Typewriting  report,  hotel  stenographer,  3£  hours,  Emporium,  Pa.  (sub- 
voucher)  

3 
4 
5 

Services  of  Henry  Jay,  laborer,  assisting  with  tests  of  blasting  powder,  1 
day,  subvoucher       

Board  and  lodging,  Grand  Hotel,  Emporium,  Pa.,  from  lodging  June  4  to 
supper  June  8,  inclusive  subvoucher  . 

Hotefporterage  at  Emporium,  Pa.  (2  pieces)  

Transfer  of  self  and  baggage  (1  trunk)  to  station,  no  street  cars  available, 
Emporium,  Pa  

Station  porterage,  Emporium  Pa 

Railway  fare,  Emporium,  Pa.,  to  Ridgway,  Pa  

Bus  hire,  railway  station  to  hotel  Ridgway  Pa 

Lodging  at  Ridgway  (tram  left  at  2.20  a.  m)  

Bus  hire,  hotel  to  railway  station  Ridgway  Pa  (2am) 

Railroad  fare,  Ridgway,  Pa.,  to  Pittsburgh,  Pa.,  T.  R.  .   . 

Pullman,  Ridgway,  Pa.,  to  Pittsburgh,  Pa.,  lower  berth  

1.50 
.25 
.05 

Pullman  porterage  

Car  fare,  station  to  residence,  Pittsburgh,  Pa 

Total  

36.69 

TRANSPORTATION    REQUESTS    USED    DURING    PERIOD    COVERED    BY    THIS 

ACCOUNT. 


Date 
used. 

No. 

From— 

To— 

Via— 

Amount. 

June    9 

11121 

Ridgway,  Pa  

Pittsburgh,  Pa  

Pennsylvania     

$3.83 

Employees  of  the  Bureau  of  Mines  will  not  be  reimbursed  for  any 
expenditures  for  membership  fees  or  dues  in  any  society  or  associa- 
tion, nor  for  expenses  incurred  in  attendance  to  any  meeting  or  con- 
vention of  members  of  any  society  or  association,  unless  such  fees, 
dues,  or  expenses  are  authorized  to  be  paid  by  specific  appropriations 
for  such  purposes  or  are  provided  for  in  express  terms  in  some  gen- 
eral appropriation.  (37  Stat.  L.,  184,  sec.  8.) 

The  printing  or  engraving  of  professional  cards  or  other  stationery 
for  the  use  of  employees  can  not  be  paid  for  from  public  funds. 

PERSONAL  SERVICES. 
SALARIES   AND   WAGES. 

Disbursements  for  services  comprise  the  payment  of  salaries  or 
wages,  reckoned  by  the  year,  month,  day,  or  hour.  Permanent  em- 
ployees of  the  bureau  receive  written  appointments  from  the  Secre- 


ACCOUNTS  AND   DISBURSEMENTS.  33 

tary  of  the  Interior,  and  payment  must  not  be  made  for  any  services 
rendered  by  such  employees  prior  to  the  date  of  such  appointment. 
Any  change  in  pay  status  of  employees  in  the  field,  such  as  absence 
from  duty,  termination  of  services,  or  other  condition  that  might 
reduce  the  amount  due  such  employee  in  the  current  pay  period, 
should  be  immediately  reported  to  the  director.  If  necessary  to 
stop  payment,  the  information  should  be  sent  by  telegraph. 

COMPUTATION    OF    SALARIES   AND    WAGES. 

Treasury  Department  Circular  No.  35,  1914,  is  as  follows: 

The  following  information  is  given  for  computing  annual  or  monthly  com- 
pensation for  services  rendered  the  United  States. 

The  act  of  Congress  approved  June  30,  1906  (34  Stat.,  763),  provides  as 
follows : 

"  SEC.  6.  Hereafter,  where  the  compensation  of  any  person  in  the  service  of 
the  United  States  is  annual  or  monthly  the  following  rules  for  division  of  time 
and  computation  of  pay  for  services  rendered  are  hereby  established  : 

"Annual  compensation  shall  be  divided  into  twelve  equal  installments,  one  of 
which  shall  be  the  pay  for  each  calendar  month ;  and  in  making  payments  for 
a  fractional  part  of  a  month  one-thirtieth  of  one  of  such  installments,  or  of 
a  monthly  compensation,  shall  be  the  daily  rate  of  pay.  For  the  purpose  of 
computing  such  compensation  and  for  computing  time  for  services  rendered 
during  a  fractional  part  of  a  month  in  connection  with  annual  or  monthly 
compensation,  each  and  every  month  shall  be  held  to  consist  of  thirty  days, 
without  regard  to  the  actual  number  of  days  in  any  calendar  month,  thus 
excluding  the  thirty-first  of  any  calendar  month  from  the  computation  and 
treating  February  as  if  it  actually  had  thirty  days.  Any  person  entering  the 
service  of  the  United  States  during  a  thirty-one  day  month  and  serving  until 
the  end  thereof  shall  be  entitled  to  pay  for  that  month  from  the  date  of  entry 
to  the  thirtieth  day  of  said  month,  both  days  inclusive ;  and  any  person  enter- 
ing said  service  during  the  month  of  February  and  serving  until  the  end  thereof 
shall  be  entitled  to  one  month's  pay,  less  as  many  thirtieths  thereof  as  there 
were  days  elapsed  prior  to  date  of  entry :  Provided,  That  for  one  day's  unau- 
thorized absence  on  the  thirty-first  day  of  any  calendar  month  one  day's  pay 
shall  be  forfeited." 

This  act  is  construed  as  requiring  that — 

1.  Each  calendar  month  shall  consist  of  30  days,  and  the  computation  of 
salary  shall  be  by  each  month  separately,  one-twelfth  of  an  annual  salary  con- 
stituting the  compensation  for  each  month. 

2.  One-thirtieth  of  a  monthly  installment  of  salary  is  to  be   allowed  for 
each  day  of  service  from  the  1st  to  the  30th,  inclusive.     The  last  day  of  Febru- 
ary counts  as  three  days  of  service  for  pay  purposes  (two  days  in  leap  years). 

3.  The  31st  day  of  a  month  enters  into  the  computation  of  salary  only  where 
there  is  one  day's  absence  in  a  nonpay  status  on  that  day — that  is,  absence  in 
a  nonpay  status  did  not  occur  also  on  the  30th.     For  such  absence  on  the  31st 
one  day's  pay  is  forfeited. 

Reference  is  made  to  20  Comp.  Dec.,  772  and  867. 

Department  circulars  No.  46  of  1904  and  No.  67  of  1906  are  superseded. 
63485—15 3 


34  MANUAL   OF   REGULATIONS. 

(a)  Employees  paid  by  the  day  will  not  receive  pay  for  Sundays 
unless  such  service  is  necessary  and  has  been  performed,  and  a  state- 
ment to  that  effect  is  made  on  the  voucher. 

(b)  Permanent  employees  paid  by  the  day  are  entitled  to  pay  for 
all  legal  holidays.    In  the  case  of  per  diem  employees  whose  appoint- 
ments read  "  when  actually  employed,"  but  are  of  an  unlimited  and 
somewhat  permanent  character,  payment  may  be  made  for  all  legal 
holidays  when  services  are  rendered  the  day  before  and  the  day  after 
such  holidays;  but  temporary  per  diem  employees,  whose  appoint- 
ments read  "  when  actually  employed,"  must  perform  services  on  all 
legal  holidays  in  order  to  obtain  payment  therefor. 

PER   DIEM    IN    LIEU    OF    SUBSISTENCE. 

Employees  of  the  bureau  when  traveling  under  letters  of  authori- 
zation for  field  work  may  be  allowed  in  lieu  of  subsistence  a  per 
diem  amount  not  exceeding  $4.  The  term  "  subsistence "  includes 
meals,  lodgings,  baths,  and  waiter  fees.  In  addition  to  this  per  diem 
allowance,  such  field  employees  and  field  assistants  may  also  be 
allowed  all  other  necessary  expenses,  including  those  for  transporta- 
tion on  railroads,  steamboats,  street  cars,  and  other  usual  or  neces- 
sary modes  of  conveyance,  and  for  tolls,  ferriage,  sleeping-car  and 
parlor-car  fares,  transfer  of  person  and  baggage,  checking  of  bag- 
gage, and  Pullman  and  station  porter  fees. 

No  per  diem  in  lieu  of  subsistence  will  be  paid  during  travel  on 
a  boat  when  the  charge  for  transportation  includes  meals  and  berth, 
but  reimbursement  for  other  authorized  items  of  subsistence  not 
included  in  the  charge  for  transportation  may  be  claimed. 

Employees  in  the  field  will  be  allowed  subsistence  for  Sundays  and 
legal  holidays  while  on  official  duty  and  away  from  headquarters. 
But  whenever  employees  spend  their  Sundays  and  legal  holidays  at 
home,  or  are  away  from  headquarters  on  business  of  their  own,  they 
will  not  be  entitled  to  subsistence  for  such  days,  and  in  those  cases 
they  should  note  on  their  report  for  the  day  preceding  such  absence 
the  time  they  left  their  places  of  assignment,  and  on  the  report  for 
the  day  thereafter  should  note  the  time  when  they  resumed  work. 
An  employee  whose  leave  of  absence  commences  on  Monday  or  termi- 
nates on  Saturday,  or  is  preceded  or  followed  by  a  legal  holiday,  is 
not  entitled  to  subsistence  for  such  preceding  or  succeeding  Sunday 
or  holiday,  unless  he  was  actually  on  duty  at  his  place  of  assignment, 
which  fact  must  be  stated  below  the  last  item  of  expense  entered  in 
the  voucher. 

Employees  can  not  be  reimbursed  for  expenses,  nor  receive  a  per 
diem  in  lieu  of  subsistence  while  on  leave  of  any  kind,  or  while 
detained  away  from  duty  by  sickness.  (8  Comp.  Dec.,  278.) 


ACCOUNTS  AND  DISBUKSEMENTS.  35 

Field  employees  detailed  to  Washington,  D.  C.,  for  purposes  of 
consultation  or  in  connection  with  the  preparation  of  results  of  their 
field  work  will  be  allowed,  in  addition  to  their  regular  compensation, 
their  actual  traveling  expenses  in  going  to  and  returning  from  Wash- 
ington, D.  C.  (Act  of  June  30,  1914,  Public  No.  161,  p.  44.)  Keim- 
bursement  of  expenses  incurred  from  the  time  of  arrival  until  the 
time  of  departure  from  Washington,  D.  C.,  while  acting  under  such 
a  detail  is  prohibited  by  the  above  statute. 

A  field  employee  assigned  to  Washington,  D.  C.,  in  the  discharge 
of  regular  duties  within  the  scope  of  his  appointment  may  be  reim- 
bursed for  expenses  incurred  in  the  District  of  Columbia  when  it  is 
apparent  that  the  employee  in  question  was  not  detailed  for  duty 
within  the  meaning  of  the  statute  above  cited.  (Comp.  Dec.,  October 
13,  1914.) 

VOUCHERS  FOR  PERSONAL  SERVICES. 

Four  forms  of  vouchers  are  used  for  the  payment  of  salaries, 
wages,  and  per  diem  in  lieu  of  subsistence,  as  follows:  For  services 
rendered  in  the  District  of  Columbia,  Form  6-48;  for  services  ren- 
dered outside  the  District  of  Columbia,  Form  6-47;  for  services  and 
per  diem  and  miscellaneous  expenses  outside  the  District  of  Colum- 
bia, Form  6-44 ;  for  pay  roll  for  personal  services,  Form  1-024. 

Although  all  voucher  forms  are  printed  in  duplicate,  and  are  to  be 
filled  out  in  duplicate  by  the  employee,  the  memorandum  copy  in  each 
case  is  practically  identical  with  the  original,  and  the  two  are  so 
arranged  by  perforations  or  folding  that,  through  the  use  of  carbon 
paper,  a  single  writing  of  the  account  produces  both  the  original  and 
the  memorandum  copy. 

A  service  voucher  consists  of  a  bill  and  a  certificate  that  the  serv- 
ices have  been  rendered  and  that  payment  has  not  been  received. 
Vouchers  for  personal  service  rendered  under  the  direct  supervision 
of  some  administrative  officer  and  so  certified  by  him  need  not  be 
certified  by  the  payee  if  the  voucher  describes  specifically  the  posi- 
tion, the  rate  of  compensation,  and  the  period  covered. 

A  pay  roll  consists  of  a  series  of  bills  for  services  and  a  certificate 
that  the  services  have  been  performed.  All  "  Names  "  in  the  column 
so  headed  must  be  literally  identical  with  those  in  the  column  headed 
"  Signature."  The  column  headed  "  Time  employed "  must  show 
the  dates  during  which  service  was  rendered,  and,  for  fractional  parts 
of  a  month,  must  show  the  total  number  of  days  employed. 

On  both  the  aforementioned  vouchers  the  certificate  should  be 
signed  by  the  person  under  whose  direction  the  services  were  per- 
formed. 


36  MANUAL   OF   REGULATIONS. 

Separate  vouchers  are  required  for  services  rendered  and  expenses 
incurred  in  two  fiscal  years.  The  fiscal  year  begins  July  1  and 
terminates  June  30. 

Temporary  field  employees  may  be  paid  on  service  vouchers,  pay 
rolls,  or  if  necessary,  subvouchers,  but  payment  on  subvouchers,  from 
personal  funds,  should  be  made  only  for  small  jobs — the  person  mak- 
ing the  payment  being  in  a  travel  status — or  when,  owing  to  an 
emergency  or  unusual  condition,  it  would  be  impracticable  to  have 
payment  made  by  a  disbursing  agent,  in  which  latter  case  an  ex- 
planation must  be  submitted  with  the  claim  for  reimbursement. 

GENERAL    PROVISIONS    AFFECTING    TRAVEL   EXPENSES. 
AUTHORITY   REQUIRED. 

All  travel  expenses  must  be  either  authorized  in  writing  and  ap- 
proved by  the  director,  assistant  director,  or  by  the  properly  dele- 
gated subordinate  officer  under  whose  supervision  and  direction  the 
travel  is  performed. 

1.  Prior  authority. — Except  as  provided  in  section  2,  following, 
written  authority  for  the  travel  shall  be  issued  prior  to  the  incur- 
rence  of  the  expense,  shall  specify  the  travel  to  be  performed  as 
definitely    as   circumstances    permit,  and  shall    be  attached  to    the 
voucher  for  reimbursement  or  (if  on  file  in  the  auditor's  office)  be 
referred  to  by  number  and  date  therein.     Such  written  authority 
may  also  contain  a  provision  authorizing  the  traveler  to  issue  travel 
orders  to  his  subordinate  employees,  in  which  case  the  method  of 
reference  to  the  general  travel  order  shall  be  set  forth. 

2.  Approvals. — Whenever  the  travel  is  a  necessary  and  regular 
accompaniment  of  the  office  or  place  to  which  an  appointment  has 
been  made,  and  the  general  classes  of  the  expenses  to  be  allowed  are 
governed  by  law  or  are  specified  in  the  appointment,  or  whenever  the 
expense  has  been  incurred  on  account  of  an  emergency,  the  approval, 
by  the  officer  specified  above,  of  the  voucher  for  reimbursement  shall 
be  a  sufficient  authorization  of  the  previously  performed  travel  and 
the  previously  incurred  expense.     However,  all  vouchers  for  reim- 
bursement on  account  of  emergency  travel  without  prior  authoriza- 
tion must  be  accompanied  by  full  and  satisfactory  explanation  of 
the  facts  constituting  the  emergency. 

HEADQUARTERS. 

3.  How  selected. — The  selection  of  official  stations,  when  these  are 
not  fixed  by  law,  bureau  regulations,  a  commission  of  appointment, 
or  a  contract  of  employment,  and  also  the  assignment  of  temporary 
headquarters  are  matters  determined  by  the  director  or  assistant 


ACCOUNTS  AND   DISBURSEMENTS.  37 

director,  subject  to  revision  by  the  Secretary  of  the  Interior.  The 
director  or  assistant  director  will  select  official  stations  and  assign 
temporary  headquarters  with  justice  and  equity  to  employees,  and  in 
accordance  with  the  best  interests  of  the  service. 

AIL  vouchers  submitted  by  employees  for  reimbursement  of  travel- 
ing expenses  when  absent  from  headquarters  or  from  a  given  station 
should  contain  sufficient  information  to  enable  the  necessary  facts 
regarding  such  absence  to  be  determined. 

KOUTE. 

4.  How  determined. — All  travel  performed  on  official  business  must 
be  by  the  shortest  practicable  route,  unless  otherwise  authorized,  and 
without  any  unusual  or  unnecessary  delay.     The  route  should  be  care- 
fully arranged  to  avoid  unnecessary  duplication  of  travel.     When 
diversion  from  the  shortest  practicable  route  is  made,  the  extra  ex- 
pense must  be  borne  by  the  traveler,  the  charges  submitted  for  sub- 
sistence and  incidental  expenses  being  limited  to  those  that  ordinarily 
would  have  been  incurred  had  the  shortest  route  been  traveled. 

ACTUAL  EXPENSES. 

5.  When  allowed. — Except  when  otherwise  provided  by  law,  or 
when  specially  authorized  by  the  Secretary  of  the  Interior,  as  pro- 
vided in  section  6.  following,  only  actual  necessary  expenses  such  as 
are  usual  and  essential  to  the  ordinary  comfort  of  travelers,  and  as 
further  defined  in  sections  16  to  33,  inclusive,  herein,  will  be  allowed 
for  reimbursement.     (Act  of  Mar.  3,  1875,  18  Stat.  L.,  452.) 

PER  DIEM    IN    LIEU   OF   SUBSISTENCE. 

C.  Items  included. — Whenever  a  per  diem  in  lieu  of  subsistence 
lias  been  granted  by  statute,  or  by  administrative  direction,  it  will  be 
held  to  include  the  items  mentioned  in  sections  23  to  25,  inclusive, 
and  no  charges  for  any  other  items  of  subsistence  will  be  allowed. 

7.  Commencement  and  termination  of. — Whenever  the  allowance 
of  a  per  diem  in  lieu  of  subsistence  is  dependent  upon  absence  from 
headquarters  or  from  a  given  station,  it  will  be  allowed  for  the  day 
of  departure  from  such  place  if  the  traveler  departs  before  12  o'clock 
noon  and  for  the  day  of  arrival  at  any  such  place  if  he  arrives  after 
12  o'clock  noon,  unless  otherwise  directed  by  the  head  of  the  depart- 
ment, bureau,  or  office.  Nothing  in  the  foregoing  sentence  shall  be 
construed  as  precluding  reimbursement  for  actual  expenses  of  sub- 
sistence in  a  case  where  per  diem  in  lieu  of  subsistence  would  not  be 
allowable  thereunder. 


38  MANUAL   OF   REGULATIONS. 

EVIDENCE  OF  TRAVEL  EXPENSES. 

8.  Memorandum  of  expense. — Every  officer  or  other  person  travel- 
ing should  keep  a  memorandum  of  the  expenditures  incurred,  noting 
each  item  as  soon  as  payment  is  made.    The  attention  of  travelers  is 
invited  to  the  statement  concerning  such  memorandum  contained  in 
the  affidavit  that  must  be  affixed  to  vouchers  for  reimbursement  for 
traveling   expenses.      Memorandum   books    for   itemizing   monthly 
traveling  expenses  (Form  1-947)  will  be  furnished  on  requisition. 

RULES    GOVERNING   THE    PREPARATION    OF    TRAVELING-EXPENSE    VOUCHERS 

AND    SUBVOUCHERS.a 

9.  An  employee  holding  an  appointment  from  the  Secretary  should 
never  include  in  his  own  accounts  the  expenses  of  any  other  such 
appointee.     Under  no  circumstances  should  any  employee  of  the 
bureau  include  in  his  accounts  for  reimbursement  any  item  of  travel- 
ing or  other  expense  for  any  person  who  is  not  an  actual  temporary 
employee  of  the  bureau  in  pay  status.    Expenditures  should  be  stated 
in  chronological  order  and  reference  should  be  made  by  numbers  to 
the  subvouchers  attached.     All  vouchers  may  be  written  in  ink  or 
with  an  indelible  pencil  or  typewritten  and  must  be  signed  in  ink  or 
indelible  pencil.    The  memorandum  copy,  however,  may  be  a  carbon 
or  other  legible  copy. 

10.  The  principal  voucher. — All  accounts  for  reimbursement  on 
account  of  official  expenses  of  travel,  such  as  (a)  railroad  and  other 
fares,  hotel  bills,  expenses  incurred  on  behalf  of  assistants,  pur- 
chases of  supplies  and  expendable  field  material,  emergency  repairs, 
etc.,  incurred  on  field  journeys;   (b)  services  of  less  than  a  week's 
duration  when  immediate  payment  is  necessary;  and   (c)   all  other 
expenses  of  a  similar  kind  that  may  be  made  in  emergency  should 
be  accounted  for  in  duplicate  on  traveling  and  miscellaneous  expense 
vouchers   (Forms  6-44  and  6-45),  and  each  item  in  excess  of  $1, 
except  schedule  items  for  personal  transportation  by  common  car- 
riers, meals,  and  taxicab  fares,  must  be  supported  by  a  subvoucher. 

The  points  at  which  items  of  expense  are  incurred  must  be  stated 
in  the  body  of  the  voucher,  indicating  definitely  whether  at  a  certain 
city  or  "  en  route,"  as  the  case  may  be.  Meals  should  be  itemized  as 
u  breakfast,"  "  dinner,"  or  "  supper."  "  Dinner "  in  government 
accounting  classification  means  the  mid-day  meal. 

Every  such  voucher  must  show  what  part,  if  any,  of  the  transpor- 
tation was  procured  on  transportation  requests  and  what  part,  if  any, 
was  procured  by  use  of  mileage  books,  together  with  the  dates  and 

0  See  also   "  General  Rules  Concerning  Preparation  of  Vouchers." 


ACCOUNTS  AND   DISBURSEMENTS.  39 

points  of  departure  and  destination,  and  the  number  of  miles  de- 
tached from  the  mileage  book.  Charges  for  transportation  or  aux- 
iliary supplies  not  in  accordance  with  published  tariffs,  customary 
rates,  or  usual  prices  must  be  explained.  The  principal  voucher 
must  be  supported  by  subvouchers,  as  required  in  sections  13  and  15. 

Only  such  items  of  miscellaneous  expenditure  as  are  obviously 
incidental  to  travel,  or  are  procured  in  any  emergency  of  such  na- 
ture as  to  require  payment  from  private  funds  in  the  interest  of  the 
economical  transaction  of  public  business,  should  be  included  in 
these  vouchers. 

Approval  of  supplemental  items  in  a  subsequent  account  that 
were  not  included  in  the  account  for  the  period  during  which  the 
expenditures  were  incurred  will  be  withheld  until  full  and  satis- 
factory explanation  has  been  made  by  the  employee  of  his  failure 
to  enter  such  items  in  the  former  account. 

11.  Sub  vouchers. — Subvouchers  (Form  6-88)  are  to  be  used  in  con- 
nection with  and  supplemental  to,  main  vouchers;  never  as  prin- 
cipal or  independent  vouchers. 

Under  no  circumstances  must  a  sub  voucher  be  signed  before  the 
amount  in  words  is  written  in  ink  or  indelible  pencil  in  the  receipt. 

12.  Verification. — As  provided  by  section  8  of  the  act  of  August 
24,  1912   (37  Stat.  L.,  417-487),  affidavits  to  accounts  may  be  exe- 
cuted before  a  postmaster,  an  assistant  postmaster,  a  collector  of 
United  States  customs,  a  collector  of  United  States  internal  revenue ; 
the  chief  clerk  of  any  executive  department  or  bureau,  or  the  clerk 
designated  by  him  for  that  purpose;  the  superintendent,  acting  su- 
perintendent, custodian,  or  principal  clerk  of  any  national  park  or 
other  Government  reservation;  the  superintendent,  acting  superin- 
tendent, or  principal  clerk  of  any  Indian  superintendence  or  In- 
dian agency;  the  chief  of  a  field  party,  or  a  notary  public  who  is  in 
the  service  of  the  United  States.     The  officers  named  above  are  not 
permitted  by  law  to  make  any  charge  for  such  service,  and  no  jurat 
fee  will  be  allowed  therefor. 

Affidavits  executed  before  any  other  officer  who  has  been  author- 
ized to  administer  oaths  for  general  purposes  and  whose  signature  is 
attested  by  an  official  seal  will  be  accepted,  but  no  jurat  fee  therefor 
will  be  allowed. 

False  or  fraudulent  representations  in  connection  with  the  rendi- 
tion of  reimbursement  or  other  accounts,  render  the  offender  liable  to 
a  heavy  fine  or  imprisonment  under  the  act  of  Congress  approved 
March  4,  1911  (36  Stat.  L.,  1355,  and  K.  S.,  5438). 

13.  When  subvouchers  are  required. — Express  and  freight  receipts 
must  be  furnished  as  subvouchers  for  all  such  charges.     The  weight 
and  rate  must  be  shown. 


40  MANUAL  OF   REGULATIONS. 

A  recent  opinion  by  the  Attorney  General  rules  that  it  is  permis- 
sible under  the  law  to  send  official  fourth-class  matter  by  parcels 
post,  free  of  postage,  under  a  Government  penalty  label,  in  packages 
not  exceeding  50  pounds  in  the  first  and  second  zones,  or  20  pounds  in 
all  other  zones.  Such  packages  must  conform  to  parcel-post  require- 
ments in  size,  etc.  Whenever  possible,  official  matter  of  the  fourth 
class  should  be  thus  sent  instead  of  by  express  or  freight.  Before 
such  articles  are  mailed,  it  should  be  ascertained  whether  their  trans- 
mission is  permissible  under  postal  regulations. 

Complete  copies  of  all  official  telegrams  or  cablegrams  paid  for 
from  personal  funds  must  be  furnished  as  subvouchers  in  support  of 
such  charges.  Government  rates  only  will  be  allowed,  and  the  copy 
must  sho\v  whether  the  message  was  sent  at  day  or  night  rates. 
When  the  charge  is  more  than  $1  the  copy  should  be  receipted.  (See 
also  "Detailed  Instructions  Relating  to  Telegrams,"  p.  47.) 

Subvouchers  must  also  be  furnished  for  all  other  charges  in  excess 
of  $1,  except  as  noted  below  in  section  14. 

14.  When  subvouchers   are   not   required. — Subvouchers    are   not 
required  for  railroad  or  steamboat  fares,  sleeping-car  or  parlor-car 
fares,  taxicab  fares,  nor  for  separate  meals,  specifically  named,  that 
are  not  taken  in   connection   with   lodging.     The  term  "separate 
meals  "  must  not  be  construed  to  cover  board  when  it  would  be  feasi- 
ble and  reasonable  to  secure  a  daily  or  weekly  rate  and  to  obtain 
receipts  for  settlements  made. 

Subvouchers  should,  however,  be  submitted  whenever  practicable 
when  an  employee  is  detained  at  one  place  for  an  extended  period, 
when  not  actually  en  route. 

Subvouchers  will  not  be  required  when  the  taking  thereof  would 
disclose  the  identity  of  the  traveler  and  the  disclosure  would  be  detri- 
mental to  the  public  interest,  provided  that  authority  for  their  omis- 
sion has  been  granted  by  the  director  or  assistant  director. 

15.  Form  and  contents  of  subvouchers. — Subvouchers  for  hotel  ex- 
penses must  state  specifically  the  items  at  the  beginning  and  ending 
of  the  full  period  of  service  and  the  rate  by  the  day  or  week.    The 
"  day  "  shall  be  considered  as  beginning  with  breakfast  and  ending 
with  lodging.     Receipted  bills  on  the  regular  billheads  of  a  hotel  are 
accepted  as  subvouchers,  provided  they  are  properly  made  out  to 
show  the  entire  period  and  the  services  rendered. 

Subvouchers  for  livery  and  other  special  transportation  must 
describe  the  service  hired,  as  "  one  horse  and  buggy,"  "  two  horses 
and  wagon,"  "  with  driver,"  and  state  the  quantity  of  service  ren- 
dered and  the  rate  of  compensation  by  the  day,  hour,  or  other  unit. 
as  may  .have  been  agreed.  If  subsistence  of  driver  and  team  is 
included  in  the  cost  of  hire,  that  fact  must  be  stated. 


ACCOUNTS  AND   DISBUESEMENTS. 


41 


Examples   of   properly   made   out    and   properly   receipted    sub- 
vouchers  (Form  6-88)  are  given  below: 

Received  of  John  Doe  this  19th  day  of  May,  1912,  the  sum  of  twenty-one  dol- 
lars and  thirty-five  cents  ($21.35),  in  full  payment  of  the  following  account: 


Date. 

Item. 

Amount. 

1912. 
May  12-14 

Subsistence  and  lodging  for  John  Doe: 
Dinner  to  supper  inclusive  2^  davs,  at  $2.50 

$6  25 

May  16-18 

Breakfast  to  breakfast,  inclusive,  2  \  days,  at  $3  

6.75 

May  18 

(Difference  in  rate  due  to  room  witn  bath.) 
5  telephone  calls,  at  5  cents  

.25 

Ba^ga^e  from  depot                                             ... 

.35 

May  15  

Horse  and  buggy,  1  day  with  driver,  G.  L.  Brown,  to  visit  Crescent  Mine, 
O.  B                                                    

4.00 

May  16... 

Horse  and  buggy  for  trip  to  Monarch  Mine,  16  miles  

2.00 

May  17 

S  addle  horse,  5  hours,  to  visit  Hummer  Mine  

1.75 

Total  

21.35 

Subvoucher  No.  1. 

HOTEL  IMPERIAL, 
By  H.  M.  JONES,  Clerk,  Jonesville,  III. 

Received  of  Henry  Jones,  this  21st  day  of  June,  1912,  the  sum  of  three  dollars 
and  thirty-four  cents  ($3.34),  in  full  payment  of  the  following  account: 


Date. 

Item. 

Amount. 

1912. 
June  20 

Emergency  supplies  for  Henry  Jones,  foreman  miner: 
2  batteries  for  flashlight,  at  35  cents  

$0.70 

8  yards  canvas,  at  15  cents 

1.20 

21 

6^  pounds  i-inch  rope,  at  19  cents  

1.24 

5  pounds  nails,  at  4  cents 

.20 

Total  ... 

3.34 

Subvoucher  No.  2. 

ELLSWORTH  MERCANTILE  Co., 
By  A.  W.  WHITE,  Mgr.,  Ellsivorth,  Mo. 

Received  of  R.  D.  Brown  this  28th  day  of  June,  1912,  the  sum  of  two  dollars 
and  seventy-five  cents  ($2.75),  in  full  payment  of  the  following  account: 


Date. 


Item. 


Amount. 


1912. 
June  28 


Excess  baggage  on  3  packages  of  mine-rescue  apparatus  from  Cloverdale,  Mich.,  to 
Coal ville,  Mich.,  100  pounds,  at  2|  cents  per  pound 

Total 

Subvoucher  No.  3. 


$2.75 


2.75 


MICHIGAN  CENTRAL, 
By  W.  B.  CROW.  Agent,  Cloverdale,  Mich. 

ITEMS    THAT    CONSTITUTE    ALLOWABLE    TRAVELING    EXPENSES. 

Items  that  constitute  allowable  traveling  expenses  are  enumerated 
in  sections  16  to  31,  as  follows: 

TRANSPORTATION    AND    INCIDENTAL    EXPENSES. 

16.  Railroad  and  steamer  fares. — Fares  on  railroads,  stage  coaches, 
steamers,  or  for  other  usual  modes  of  conveyance.    But  charges  for 


42  MANUAL   OF   REGULATIONS. 

fares  on  steamers,  or  packets  or  for  other  means  of  water  travel 
must  show  whether  meals  or  lodging,  or  both,  were  included  without 
increase  of  fare  over  the  lowest  first-class  rate. 

(a)  Through   tickets,   excursion   tickets,   round-trip   tickets,   and 
mileage  books  must  be  purchased  whenever  practicable   and  eco- 
nomical. 

(b)  Transportation-request  forms  are  provided  for  the  use  of  trav- 
elers on  official  business.     The  use  of  such  requests  protects  the 
traveler  from  any  disallowance  on  account  of  an  overcharge  by  the 
carrier. 

The  request  forms  are  issued  in  books  of  25  each,  and  may  be 
procured  upon  application  to  the  director,  on  requisition  (Form  6-65) 
duly  approved  by  a  division  chief.  Only  permanent  employees  who 
hold  appointments  by  the  Secretary  and  travel  at  frequent  intervals 
will  be  furnished  with  request-form  books.  Employees  wTho  make 
only  occasional  journeys  may  be  furnished  with  separate  detached 
request  forms.  Because  of  the  value  attaching  to  transportation 
requests  after  they  have  been  signed  by  the  Secretary  of  the  Interior 
and  countersigned  by  the  director,  it  is  important  that  these  books 
should  be  carefully  safeguarded;  and  each  employee  will  be  held 
strictly  responsible  for  every  request  contained  in  the  book  issued 
him. 

The  request  proper  is  given  to  the  agent  of  the  transportation 
company  in  exchange,  for  the  desired  ticket. 

The  memorandum  copy  should  be  transmitted  promptly  to  the 
administrative  officer  under  whose  supervision  the  employee  is  trav- 
eling, and  that  officer  after  noting  the  liability  incurred  should 
initial  and  transmit  the  copy  to  the  director. 

The  stub  remaining  in  the  book  is  retained  by  the  employee  to 
serve  as  a  memorandum  in  making  up  his  travel-expense  account. 

Transportation  requests  may  be  exchanged  for  railroad  tickets, 
mileage  books,  sleeping-car,  parlor-car,  or  steamer  tickets,  and  in 
some  instances  will  be  accepted  by  stage  lines.  They  should  not  be 
used  for  the  payment  of  livery  bills  or  meals  on  dining  cars,  nor  for 
any  expenses  other  than  those  specified.  Transportation  requests 
should  not  be  used  to  pay  fares  amounting  to  less  than  $2  except 
under  unusual  circumstances.  If  an  excursion  rate  is  effective  and 
available,  it  should  be  asked  for,  and  the  transportation  request  ten- 
dered in  exchange  should  be  marked  "  excursion  rate."  Should  the 
agent  of  the  company  refuse  to  accept  a  transportation  request  in 
exchange  for  an  excursion-rate  ticket,  a  cash  payment  for  such  ticket 
should  be  made.  If,  however,  the  casli  payment  can  net  conveniently 
1  ,o  made,  then  a  full-fare  ticket  may  be  procured  by  exchanging 
therefor  a  transportation  request. 


ACCOUNTS   AND   DISBUESEMENTS.  43 

Should  the  agent  of  any  railroad  or  steamship  company  refuse  to 
accept  a  transportation  request  for  a  ticket,  whether  issued  at  full 
fare  or  at  excursion  rates,  the  fact  should  be  reported  promptly  to 
the  director. 

A  traveling  employee  must  not  himself  attempt  to  procure  a  refund 
from  a  transportation  company  for  the  unused  part  of  a  ticket  ob- 
tained in  exchange  for  a  transportation  request.  The  unused  part  of 
such  ticket  must  be  forwarded,  with  a  full  explanation,  to  the 
director. 

In  filling  out  transportation  requests,  the  following  instructions 
should  be  observed : 

All  blank  spaces  should  be  filled  in  in  ink  or  with  an  indelible 
pencil.  When,  however,  there  is  uncertainty  as  to  the  appropriation 
to  which  the  journey  is  to  be  charged,  the  space  provided  for  this 
entry  should  be  left  blank.  It  is  important  to  ascertain  and  enter  the 
correct  transportation  charges  on  both  the  original  and  the  memo- 
randum copy  of  a  request. 

When  tickets  are  issued  to  more  than  one  person  on  one  request, 
the  full  name  of  every  person  performing  the  travel  should  be  en- 
tered on  the  back  of  the  request  as  well  as  on  the  coupon. 

When  sleeping-car  accommodations  are  obtained,  the  request  must 
show  on  its  face  and  on  the  coupon  whether  an  upper  or  a  lower  berth 
was  used. 

When  the  journey  is  to  be  a  continuous  one  without  stop-over,  only 
one  request  should  be  used,  and  a  through  ticket  should  be  obtained 
from  starting  point  to  destination. 

For  all  journeys  on  the  bond-aided  part  of  the  central  branch  of 
the  Union  Pacific  Railroad,  from  Atchison  to  Waterville,  Kans. 
(Missouri  Pacific  Railroad  system),  the  use  of  transportation  requests 
is  essential. 

When  opportunity  is  not  afforded  to  obtain  a  ticket  at  the  station, 
the  transportation  request  may  be  presented  to  the  conductor  on  the 
train. 

Division  chiefs  will  be  held  liable  for  any  disallowances  on  trans- 
portation requests  issued  by  them  and  used  by  their  assistants. 

Transportation  requests  must  not  be  used  for  private  journeys. 

(f')  Mileage  or  scrip  books  may  be  procured  in  exchange  for 
transportation  requests,  and  their  use  is  recommended  when  it 
appears  probable  that  they  will  be  entirely  used  within  the  period 
of  their  validity. 

Mileage  or  scrip  books  may  be  purchased  with  transportation  re- 
quests in  all  cases  where  the  railroad  sells  a  straight  mileage  ticket 
that  is  transferable.  Nontransferable  mileage  or  scrip  books  must 
not  be  purchased  on  transportation  requests,  although,  if  employees 
wish  to  do  so,  they  may  buy  such  books  out  of  their  personal  funds 


44  MANUAL  OF   REGULATIONS. 

and  charge  in  their  expense  accounts  the  amounts  of  mileage  used 
while  traveling  on  official  business.  A  mileage  or  scrip  book  pur- 
chased with  a  transportation  request  must  not  be  used  for  private 
travel.  When  such  a  book  is  procured  the  fact  must  be  immediately 
reported  to  the  director.  The  report  must  give  the  number  of  the 
transportation  request  exchanged,  the  name  of  railroad  issuing  the 
book,  the  number  of  the  book,  the  number  of  miles  or  the  value  of 
the  scrip  contained  therein,  the  cost  of  the  book,  and  all  other  in- 
formation necessary  to  enable  the  bureau  to  keep  an  accurate  account 
of  the  use  of  such  book.  Each  mileage  book  will  be  charged  to  the 
employee  in  whose  name  it  is  issued.  He  will  be  held  strictly 
accountable  for  its  proper  use  and  for  the  correctness  of  the  number 
of  miles  or  the  value  of  the  scrip  detached  for  travel  between  dif- 
ferent points.  When  the  book  has  been  exhausted,  or  when  no  fur- 
ther official  travel  is  to  be  performed  thereon,  or  when  the  time  limit 
of  the  book  is  about  to  expire,  it  should  be  forwarded  without  delay 
to  the  director.  An  employee  in  possession  of  such  a  book  at  the  time 
of  his  separation  from  the  bureau,  or  upon  demand  of  the  adminis- 
trative office,  must  settle  his  accountability  therefor  before  final  pay- 
ment of  his  salary  will  be  made. 

When  a  mileage  or  scrip  book  is  purchased  with  a  transportation 
request  the  employee  making  such  purchase  should  attach  to  the 
book,  preferably  on  the  inside  of  the  back  cover,  one  of  the  small 
memorandum  cards  (Form  6-96)  supplied  for  this  purpose. 

Upon  this  card  should  be  entered  the  name  of  the  transportation 
company  supptying  the  mileage  or  scrip  book,  the  number  of  the 
book,  and  the  number  of  the  transportation  request  used  in  making 
the  purchase.  When  mileage  is  used  out  of  the  book,  entries  should 
be  made  on  the  card  showing  the  date  of  the  journey,  the  starting 
point  and  the  place  of  arrival,  the  number  of  miles  detached,  and 
the  name  or  initials  of  the  person  performing  the  travel.  After  the 
mileage  has  been  completely  used,  the  card,  which  on  its  reverse  side 
is  franked  and  addressed  for  the  purpose,  should  be  immediately 
placed  in  the  mails  for  transmission  to  the  headquarters  office. 

17.  Excess  baggage. — Charges  for  excess  baggage,  when  the  extra 
weight  consists  of  public  property  or  of  private  property  used  for 
public  purposes,  must  invariably  be  explained.     When  practicable 
articles  which  if  carried  on  a  railway  ticket  would  constitute  excess 
baggage  should  be  forwarded  by  freight  or  express,  and,  if  prior 
authority  is  procured,  they  may  be  covered  by  Government  bill  of 
lading.    Mailable  articles  may  be  forwarded  by  mail  under  penalty 
label  (frank). 

18.  Special   conveyances. — Hire   of   special   conveyances,   such   as 
automobile,  livery,  or  boat,  when  no  public  or  regular  means  of 
transportation  is  available,  and  also  the  necessary  incidental   ex- 


ACCOUNTS   AND   DISBURSEMENTS.  45 

penses  connected  therewith,  such  as  feed  and  stabling  of  horses,  sub- 
sistence of  driver,  ferriage,  and  tolls. 

If  charges  for  special  conveyances  include  feed  and  stabling  of 
horses,  subsistence  of  driver,  or  any  similar  items,  the  principal 
voucher  or  subvoucher  must  so  state.  If  not  so  stated  it  will  be 
presumed  that  such  items  are  not  included. 

19.  Transfer  of  self  and  baggage. — Fares  on  street  car,  transfer 
coach,  omnibus,  or  other  vehicle  and  the  transfer  of  baggage.     A 
charge  not  to  exceed  50  cents  for  either  transfer  coach  or  omnibus,  or 
for  the  transfer  of  each  piece  of  baggage,  if  within  the  customary 
rate,  will  be  allowed.     Payment  in  excess  of  this  amount  must  be 
explained  in  writing,  and  street  cars  must  be  used  when  practicable. 

20.  Checking  and  handling  of  baggage. — Charges  for  checking  or 
porterage  of  hand  baggage  at  hotels  and  stations,  not  exceeding  10 
cents  for  each  piece. 

21.  Steward  fees  and  steamer  chairs. — Customary  fees  to  stewards 
and  others  on  steamers  as  follows:  For  an  ocean  trip,  not  exceeding 
a  total  at  the  rate  of  $1  per  day  or  fraction  thereof;  on  coastwise 
steamers,  not  exceeding  50  cents  per  day;  rent  of  steamer  chair,  not 
exceeding  $2.    On  ocean  and  coastwise  steamers,  where  meals  are  not 
included  in  the  cost  of  passage,  fees  to  dining-room  stewards  and 
dining-room  waiters  must  be  included  as  a  part  of  the  maximum 
daily  allowance  for  subsistence.     Fees  to  porters  and  cabin  or  deck 
stewards  on  such  vessels  will  be  deemed  expenses  of  transportation. 

22.  Pullman  fares  and  stateroom  accommodations. — Sleeping-car 
fare  for  one  double  berth,  customary  stateroom  accommodations  on 
steamers  and  other  vessels,  and  seat  in  sleeping  or  parlor  car.     Such 
charges  must  specify  whether  for  a  seat  or  for  an  upper  or  a  lower 
berth,  and  whether  for  standard  or  tourist  service.    Porter  fees  on 
sleeping  cars  must  not  exceed  25  cents  per  night.     Porter  fees  on 
parlor  or  chair  cars  must  not  exceed  15  cents  per  trip. 

SUBSISTENCE  AND  EXPENSES   INCIDENT   THERETO. 

Except  when  otherwise  provided  by  law  the  subsistence  items  as 
hereinafter  defined  in  sections  23  to  25  shall  not  be  allowed  in  excess 
of  $5  per  day.  The  director  (or  assistant  director)  may.  in  his  dis- 
cretion, fix  this  expense,  but  not  in  excess  of  $5  per  day. 

23.  Meals  and  lodging. — When  detention  away  from  headquarters 
is  incident  to  or  necessary  for  the  performance  of  the  duties  for 
which  the  travel  is  ordered,  and  necessary  meals  en  route,  but  for  no 
items  of  refreshment  other  than  the  ordinary  food  provided  for  trav- 
elers.    Charges  for  meals  must  be  itemized  by  meal  in  every  instance. 

24.  Waiters  fees. — Fees  to  waiters  at  hotels  or  on  dining  cars  or 
boats  not  exceeding  10  cents  per  meal  or  30  cents  per  day. 


46  MANUAL   OF   REGULATIONS. 

25.  Baths. — Charges  for  baths,  not  exceeding  25  cents  each,  while 
n.bsent  from  designated  headquarters. 

MISCELLANEOUS    EXPENSES. 

2G.  Telegraph  service. — Telegrams  and  cablegrams  on  official  busi- 
ness at  Government  rates.  Charges  therefor  must  be  accompanied  by 
copies  of  the  messages  marked  to  show  whether  sent  at  day  or  night 
rate,  and,  unless  prepaid,  must  state  that  they  are  chargeable  to  the 
Bureau  of  Mines.  Night  service  should  be  employed  when  prac- 
ticable. 

27.  Telephone  service. — Reasonable  charges  for  the  use  of  tele- 
phones on  official  business.     Charges  for  long-distance  calls  should 
show  with  whom  communication  was  held,  and  the  points  between 
which  service  was  rendered.    Receipts  should  be  submitted  for  items 
in  excess  of  $1. 

Section  7  of  the  legislative,  executive,  and  judicial  appropriation 
act,  approved  August  23,  1912  (37  Stat.,  414),  provides  that — 

No  money  appropriated  by  this  or  any  other  act  shall  be  expended  for  tele- 
phone service  installed  in  any  private  residence  or  private  apartment  or  for 
tolls  or  other  charges  for  telephone  service  from  private  residences  or  private 
apartments,  except  for  long-distance  telephone  tolls  required  strictly  for  the 
public  business,  and  so  shown  by  vouchers  duly  sworn  to  and  approved  by  the 
head  of  the  department,  division,  bureau,  or  office  in  which  the  official  using 
such  telephone  or  incurring  the  expense  of  such  tolls  shall  be  employed. 

The  Comptroller  of  the  Treasury,  in  an  opinion  dated  November 
27,  1912,  and  addressed  to  the  Secretary  of  the  Interior,  citing  his 
decision  to  the  Secretary  of  Agriculture,  dated  November  12,  1912, 
held  that  it  is  the  apparent  intent  of  Congress  by  this  laAv  "  not  to 
cast  the  charge  of  public  telephoning  on  the  officer  who  sends  or 
receives  a  message  on  public  business,  but  to  put  it  out  of  his  power 
to  charge  the  Government  with  the  cost  of  his  private  messages." 
The  comptroller"  further  stated  that  "  where  the  Government  has  pro- 
vided telephones  the  effect  of  the  law  is  not  to  permit  charges  on 
other  telephones  to  be  paid." 

28.  Personal  services. — The  occasional  and  temporary  service  of 
necessary  assistants,  wrhen  such  service  is  necessary.    When  any  such 
person  not  holding  a  secretary's  appointment  is  employed,  the  official 
traveler  may  also  pay  for  such  person's  transportation,  subsistence, 
and  lodging,  taking  subvouchers  for  such  payments  in  accordance 
with  sections  13,  14,  and  15.    Where  practicable,  payments  for  per- 
sonal services  should  be  made  direct  to  employee  by  a  disbursing 
officer  on  certified  vouchers. 

29.  Stenographic  or  typewriter  service. — Charges  for  stenographic 
or  typewriter  service  when  provided  by  law  or  specially  authorized 
or  approved. 


ACCOUNTS   AND   DISBURSEMENTS.  47 

30.  Incidental  expenditures. — Charges  for  miscellaneous  items  of 
expense  peculiar  to  the  exigencies  of  the  work  on  which  the  em- 
ployee is  engaged.     Charges  not  allowed  by  these  regulations  must 
be  especially  authorized  or  approved  by  the  director  or  assistant 
director. 

31.  Emergency  expenditures. — Emergency  expenditures  not  enu- 
merated in  any  of  the  foregoing  classes,  such  as  the  payment  of 
extra  fare  on  limited  trains  when  delay  would  injuriously  affect  the 
public  interests,  or  the  use  of  an  extra  room  at  a  hotel,  when  neces- 
sary for  the  proper  transaction  of  official  business.     When  such  a 
charge  is  made  the  nature  of  the  emergency  must  be  clearly  set  forth 
in  writing,  and  the  expenditure  must  be  subject  to  the  approval  of 
the  director  or  assistant  director. 

32.  Field-party  expenses. — Officials  in  charge  of  field  parties  may, 
when   duly    authorized   by   the   director,   hire   horses   and   employ 
drivers,  laborers,  cooks,  and  other  temporary  minor  assistants  for 
service  in  the  field.    When  necessary  they  may  also  purchase  outfits 
and  subsistence  supplies,  subvouchers  to  be  taken  therefor  in  accord- 
ance with  sections  13  to  15,  inclusive.     Subvouchers  for  subsistence 
supplies  for  field  use  must  show  the  number  of  persons  composing  the 
field  party  for  the  use  of  which  the  supplies  were  purchased.     Such 
expenditures  out  of  personal  funds  must  be  limited  to  those  obliga- 
tions that  it  is  impracticable  to  have  paid  directly  by  a  disbursing 
officer. 

DETAILED  INSTRUCTIONS  RELATING  TO  TELEGRAMS. 

The  telegraph  must  not  be  used  unless  the  delay  occasioned  by  the 
use  of  the  mail  would  be  injurious  to  the  public  interest.  As  stated 
in  section  26  preceding,  night  messages  must  be  employed  when  prac- 
ticable. Whenever  telephone  service  is  cheaper  than  telegraph  serv- 
ice and  equally  effective  the  telephone  should  be  used. 

Telegrams  should  be  as  brief  as  possible.  In  messages  from 
one  official  to  another,  initials  should  be  used  only  so  far  as  is  neces- 
sary for  identification.  Numbers  should  be  expressed  in  words  and 
not  in  figures.  The  official  telegram  form  (Form  6-55)  and  book  of 
forms  (Form  6-56),  obtainable  on  requisition,  must  be  used  whenever 
practicable.  When  such  official  forms  are  not  at  hand  and  the 
telegraph  company  form  is  used  instead,  the  message  should  be 
indorsed  "  Official  business,  Bureau  of  Mines,"  in  order  both  to 
obtain  the  Government  rate  thereon,  and  to  inform  the  company  of 
the  priority  in  transmission  to  which  all  Government  messages  are 
entitled. 

Only  telegrams  relating  solely  to  official  business  may  be  sent  at 
the  expense  of  the  Government.  Telegrams  for  the  personal  benefit 


48  MANUAL   OF   REGULATIONS. 

of  individuals,  such  as  those  making  inquiry  concerning  leaves  of 
absence,  the  forwarding  of  personal  mail,  or  the  nonreceipt  of  salary 
or  expense  checks,  should  not  be  charged  to  the  Government.  When 
so  charged  they  will  be  disallowed. 

Charges  for  telegrams  sent  from  or  to  Washington,  D.  C.,  must 
not  be  paid  by  the  person  sending  or  receiving  the  messages,  except 
in  the  event  that  payment  is  demanded  as  a  condition  precedent  to 
the  transmission  or  delivery  of  the  message.  Such  messages  should 
have  the  words  "  Charge  Bureau  of  Mines "  written  or  stamped 
thereon,  and  the  telegraph  agent,  operator,  or  messenger  should  be 
directed  to  have  the  message  included  in  the  telegraph  company's 
monthly  bill  against  the  bureau. 

Identification  cards,  which  are  issued  by  the  telegraph  companies 
and  entitle  the  holder  to  send  messages  that  will  be  charged  in  the 
company's  monthly  bill  against  the  bureau,  may  be  obtained  through 
the  headquarters  office  of  the  bureau. 

In  a  prepaid  message  the  following  words  will  be  counted  and 
charged  for:  The  address,  the  body  of  the  message,  and  the  signa- 
ture ;  all  words  in  an  extra  date ;  and  in  the  check  heading  the  words 
"  Deliver  and  report  charged,"  "  Collect  delivery  charges,"  "  Report 
delivery,"  and  "  Repeat  back." 

In  collect  messages  the  word  "  Collect "  in  the  check  heading  will 
be  counted,  but  will  not  be  charged  for. 

When  a  message  bears  two  or  more  addresses  and  delivery  is  to  be 
made  to  each  address,  it  will  be  charged  as  two  or  more  messages, 
as  the  case  may  be. 

To  prevent  unnecessary  telegraphing  between  the  headquarter's 
office  and  other  offices  of  the  bureau,  the  following  instructions  should 
be  observed: 

When  telegraphing  to  the  Washington  office,  advising  it  of  a  mine 
disaster,  or  concerning  any  other  matter  that  should,  in  the  judg- 
ment of  the  sender,  be  also  communicated  to  the  Pittsburgh,  Denver, 
or  San  Francisco  office,  there  should  be  added  to  the  message  to  the 
Washington  office  the  words,  "Pittsburgh  (or  Denver,  or  San  Fran- 
cisco) notified;"  and  in  the  message  to  such  other  office  the  words 
"  Washington  notified  "  should  be  added. 

Should  instructions  from  either  office  be  desired,  the  request  for  in- 
structions should  be  omitted  from  the  message  to  the  office  not  di- 
rectly concerned. 

In  sending  telegrams  to  the  offices  of  the  Bureau  of  Mines  the  fol- 
lowing forms  of  telegraphic  address  should  be  employed : 

Bureau  Mines,  Washington,  D.  C. 

Bureau  Mines,  Pittsburgh,  Pa. 

U.  S.  Bureau  Mines,  Foster  Building,  Denver,  Colo. 

U.  S.  Bureau  Mines,  Customs  Building,  San  Francisco,  Cal. 


ACCOUNTS  AND  DISBURSEMENTS. 


49 


In  counting  the  words  of  a  message,  dictionary  words,  initial  let- 
ters, surnames  of  persons,  names  of  cities,  towns,  villages,  States,  or 
Territories,  or  names  of  the  Canadian  Provinces  will  be  counted  and 
charged  each  as  one  word.  The  abbreviations  for  the  names  of 
cities,  towns,  villages,  States,  Territories,  and  Provinces  will  be 
counted  and  charged  as  if  written  in  full.  In  names  of  countries  or 
counties  all  the  words  will  be  counted  and  charged. 

Abbreviations  of  weights  and  measures  in  common  use  will  be 
counted  each  as  one  word. 

Figures,  decimal  points,  and  bars  of  divisions,  and  letters  (except 
the  pronounceable  groups  covered  by  the  following  paragraph)  will 
be  counted  each  separately  as  one  word. 

All  pronounceable  groups  of  letters,  when  such  groups  are  not  dic- 
tionary words  or  combinations  of  dictionary  words,  will  be  counted 
at  the  rate  of  ten  letters  or  fraction  of  ten  letters  to  a  word.  When 
such  groups  are  made  up  of  combination  of  dictionary  words,  each 
dictionary  word  so  used  will  be  counted  as  one  word. 

The  following  examples  will  illustrate  the  application  of  these 
rules : 


Vjm  Brunt. 
McElwee__ 

O'Brien 

Smith,  jr  __ 


Words. 
__  1 

1 
__  1 

9 


New  Jersey  (or  N.  J.) 1 

New  York  State 2 

Xovn   Scotia   (or  N.  S.) 1 

St.   Helena 1 

West  St.  Helena 1 

Queen  Anne  County 3 

District  of  Columbia  (or  D.  C.)__  1 

North  America 2 

21.34 5 

63f 5 

33C52,7 6 

No.  248  24th  St 8 

20  000  000  _.  8 


Words. 

Twenty  million 2 

2d  (or  2nd) 2 

Lbs 1 

Amaurecis 1 

Interovis 1 

Bjxtram  90 ,,„  8 

All  right 2 

EXCEPTIONS. 

A.  M 1 

P.  M 1 

F.  O.  B.    (fob) 1 

C.  O.  D.  (cod) 1 

C.  I.  F.  or  C.  F.  I.  (or  cif) 1 

O.  K 1 

C.  A.  F.  (caf) 1 

Per  cent  _.  1 


The  rates  for  transmission  of  official  messages  over  the  principal 
telegraph  lines  of  the  United  States  are  fixed  annually  by  the  Post- 
master General,  and  all  payments  in  excess  of  those  rates  will  ~be  at 
the  expense  of  the  persons  making  the  payments.  The  rates  now 
(January,  1915)  in  force  are  indicated  below. 

GOVERNMENT  DAY- MESS  AGE  RATES. 

For  any  distance  not  exceeding  1,000  miles  the  Government  rate 
for  a  day  message  is  20  cents  for  20  words  or  less,  address  and  signa- 
ture counted,  and  1  cent  for  each  word  over  20.     For  distances  greater 
63485—15 4 


50 


MANUAL   OF   REGULATIONS. 


than  1,000  miles,  the  rate  is  one  fourth  of  a  cent  additional  for  each 
additional  500  miles  or  fraction  thereof.  In  no  case  should  the 
amount  charged  exceed  40  cents  for  20  words,  or  2  cents  for  each 
word  over  20. 

GOVERNMENT  NIGHT- MESSAGE  RATES. 

For  any  distance  not  exceeding  2,000  miles  the  Government  rate 
for  a  night  message  is  15  cents  for  20  words  or  less,  address  and 
signature  counted,  and  1  cent  for  each  word  over  20.  For  distances 
greater  than  2,000  miles  the  rate  is  25  cents  for  20  words,  address 
and  signature  counted,  and  1  cent  for  each  word  over  20. 

NIGHT  LETTERS. 

There  is  no  Government  night-letter  or  day-letter  rate;  but  when 
the  night-letter  rate  is  cheaper  than  the  Government  night  rate  the 
Government  receives  the  cheaper  service  and  such  messages  are  sent 
at  night-letter  rate  instead  of  Government  rate  (see  comparative 
table). 

COMPARATIVE  COST  OF  MESSAGES  BETWEEN  DIFFERENT  POINTS. 

The  comparative  costs  of  transmitting  messages  between  Wash- 
ington and  the  principal  cities  of  the  United  States  by  the  different 
rates  are  tabulated  below : 

Comparative  costs  of  sending  messages  from  Washington  to  cities  in  different 
parts  of  the  United  States.a 


City. 

Distance  (miles). 

Messages  of  20 
words  or  less. 

Letters 
of  50 
words 
or  less. 

Night  messages  of 
80  words. 

Govern- 
ment 
day 
rate. 

Govern- 
ment 
night 
rate. 

Night- 
letter 
rate. 

Govern- 
ment 
night 
rate. 

Night- 
letter 
rate. 

Baltimore 

1.000  or  less.... 
do  

$0.20 
.20 
.20 
.20 
.20 
.20 
.20 
.20 
.20 
.20 
.20 
.20 
.20 
.25 
.25 
.25 
.25 
.30 
.30 
.35 
.35 
.40 
.40 

$0.15 
.15 
.15 
.15 
.15 
.15 
.15 
.15 
.15 
.15 
.15 
.15 
.15 
.15 
.15 
.15 
.15 
.15 
.25 
.25 
.25 
.25 
.25 

$0.25 
.25 
.35 
.30 
.30 
.40 
.50 
.50 
.50 
.50 
.40 
.50 
.60 
.50 
.75 
.50 
.60 
.75 
.75 
.75 
.75 
1.00 
1.00 

$0.75 
.75 
.75 
.75 
.75 
.75 
.75 
.75 
.75 
.75 
.75 
.75 
.75 
.75 
.75 
.75 
.75 
.75 
.75 
.85 
.85 
.85 
.85 

6  $0.  40 
6.40 
6.56 
6.48 
6.48 
6.64 
.80 
.80 
.80 
.80 
6.64 
.80 
.96 
.80 
1.20 
.80 
.96 
1.20 
1.20 
1.20 
1.20 
1.60 
1.6T 

Philadelphia  

Pittsburgh 

do 

Wilkes-Barre 

do 

New  York  

do  

Boston 

do 

Chicago... 

...    do  

Urbana,  111 

do 

Evansville,  Ind  

do  

Iron  wood,  Mirh 

do               A 

Huntington,  W.  Va  

do  

Knoxville,  Tenn  

do  . 

Birmingham,  Ala 

do 

New  Orleans  

1.500  or  less 

McAlester.  Okla 

do 

St.  Louis  

do.. 

Omaha  .    .                .... 

do 

Denver 

2  000  or  less 

Rock  Springs,  Wyo.  .  . 

do  . 

Salt  Lake  City 

More  than  2,000... 
do. 

Billings,  Mont  

San  Francisco 

3,000  or  more  
do 

Seattle 

a  Cost  to  or  from  other  points  may  easily  be  determined  from  the  table  and  preceding  statement  of  Gov- 
ernmeut  rates. 
6  Would  be  sent  at  night-letter  rate. 


ACCOUNTS  AND  DISBURSEMENTS.  51 

CABLE    MESSAGES. 

On  account  of  the  high  cost  of  cabling,  senders  should  endeavor 
to  make  their  messages  as  brief  as  is  consistent  with  clearness. 
Whenever  possible,  code  words  should  be  used.  When  there  is  doubt 
as  to  any  particular  point,  the  telegraph  companies  should  be  con- 
sulted. 

FBEIGHT. 
PREPARATION   FOR  SHIPMENT. 

(1)  Articles  should  be  prepared  for  shipment  in  such  a  way  that 
the  lowest  available  rate  may  be  obtained.    However,  if  the  character 
and  value  of  the  supplies  justify  the  payment  of  a  higher  rate  in  return 
for  the  greater  protection  afforded  them  while  in  transit,  they  may 
be  packed  accordingly. 

(2)  So  far  as  practicable,  articles  different  in  kind,  unless  they 
take  the  same  rating,  and  unless  such  shipment  does  not  increase  the 
cost,  should  not  be  shipped  in  the  same  package.    Attention  is  called 
to  the  fact  that  when  two  or  more  articles,  each  of  which  takes  a  dif- 
ferent classification  or  rating,  are  shipped  in  the  same  package,  the 
entire  package  will  be  charged  for  by  the  carrier  at  the  highest 
classification  or  rating  applicable  to  any  part  of  its  contents. 

(3)  Articles  should  be  shipped  " K.  D."  (knocked  down;  that  is, 
taken  apart  and  shipped  flat  or  in  compact  form)  whenever  practi- 
cable, as  they  are  entitled  to  lower  rates  in  that  form  than  when 
shipped  "  S.  U."  (set  up).    In  this  connection  reference  should  be 
had  to  the  regular  classification  sheets  of  the  railroad  companies, 
exceptions  thereto,  and  tariffs,  which  are  on  file  with  the  railroad 
freight  agents.     In  making  large  shipments  advantage  should  be 
taken  of  carload  rates  whenever  the  interest  of  the  Government  is 
served  thereby. 

(4)  In  preparing  freight  for  shipment  care  should  be  taken  to  see 
that,  when  practicable,  no  single  package  exceeds  in  gross  weight  the 
number  of  pounds  that  can  be  conveniently  handled  by  the  carriers, 
including  draymen  and  freighters. 

(5)  Unless  for  some  essential  reason  it  should  be  necessary  to 
make  such  a  shipment,  a  package  of  very  light  weight  should  not  be 
shipped  alone  on  a  bill  of  lading. 

(6)  Each  package,  bundle,  or  shipment  of  less  than  a  carload  lot 
must  be  plainly  marked,  so  as  to  show  definitely  the  consignee  and  the 
destination,  in  order  to  insure  proper  delivery,  even  if  separated 
from  the  carrier's  waybill.     Labels  and  tags  are  provided  for  this 
purpose. 

(7)  All  consignments  must  be  weighed  before  being  shipped,  and 
the  gross  weights  must  be  stated  on  the  bill  of  lading. 


52  MANUAL   OF   REGULATIONS. 


SHIPPING  ORDERS. 

(8)  A  shipping  order,  to  be  signed  by  the  consignor  and  corre- 
sponding with  the  bill  of  lading,  except  that  the  certificates  of  the 
consignor  and  the  consignee  are  omitted,  is  provided  with  the  bill  of 
lading  to  be  furnished  the  initial  carrier,  to  enable  such  carrier  to 
bill  the  freight  properly. 

On  April  2,  1914,  an  agreement  was  entered  into  with  all  express 
companies  party  to  the  official  express  classification  that  outward 
shipments  of  cylinders  containing  compressed  oxygen  gas  for  use  in 
mine-rescue  work  will  be  carried  at  one-half  first-class  rates,  and  that 
the  empty  cylinders  will  be  returned  to  the  plant  free  of  charge.  In 
consequence  of  this  agreement  all  oxygen  and  empty  tanks  should 
be  shipped  by  express  instead  of  freight.  The  following  companies 
are  included  in  this  agreement: 

Adams  Express  Co.,  American  Express  Co.,  Great  Northern  Ex- 
press Co.,  National  Express  Co.,  Northern  Express  Co.,  Southern 
Express  Co.,  Wells,  Fargo  &  Co.  Express,  Western  Express  Co.,  and 
the  Globe  Express  Co. 

Shipments  should  be  made  on  Government  bills  of  lading,  which 
will  be  properly  accomplished  and  surrendered  to  the  express  agent 
at  destination. 

Government  bills  of  lading  with  the  legend  "  Empty  oxygen  cylin- 
ders, free  of  charge,"  will  also  be  used  for  making  shipment  of  empty 
tanks. 

BILLS  OF  LADING. 

(9)  Shipment  by  rail  of  all  freight  on  which  the  Government  is  to 
pay  the  transportation  charges  should  be  made  on  the  Government 
bill  of  lading  (Form  6-57) .    The  function  of  a  Government  bill  of  lad- 
ing is  to  avoid  prepayment  of  charges  by  the  shipper  and  to  insure 
the  regular  tariff  rates  and  proper  deductions  therefrom  when  the 
shipment  is  made  in  whole  or  in  part  over  a  land-grant  or  bond-aided 
road. 

(10)  Shippers  and  disbursing  officers  of  the  bureau  are  cautioned 
not  to  make  any  payments  to  land-grant  or  bond-aided  roads,  either 
before  or  after  the  completion  of  the  transportation  service. 

(11)  Shippers  will  be  held  responsible  for  excess  charges  resulting 
from  failure  to  use  a  Government  bill  of  lading. 

(12)  Shipments  by  water  may  be  made  on  the  bill  of  lading  custo- 
marily used  by  the  transportation  company,  or  on  the  regular  Gov- 
ernment bill  of  lading,  with  an  additional  clause  inserted  showing 
that  the  usual  conditions  of  the  marine  bill  of  lading  shall  apply. 

(13)  If  the  regular  rates  of  the  carrier  by  water  do  not  include 
marine  insurance,  no  such  insurance  can  be  legally  paid  by  the  Gov- 
ernment unless  specific  appropriation  has  been  made  therefor. 


ACCOUNTS   AND   DISBURSEMENTS.  53 

(14)  In  general,  the  printed  instructions  on  the  reverse  of  the  pre- 
scribed form  (Form  6-57)  should  be  carefully  observed.     If  a  bill 
of  lading  is  issued  to  cover  a  shipment  from  one  point  to  another, 
not  its  final  destination,  or  if  a  shipment  must  be  forwarded  to  a  new 
destination,  the  bill  should  be  accomplished  and  surrendered  at  the 
original  destination  and  a  new  bill  of  lading  issued  to  cover  the 
additional  distance. 

(15)  Bills  of  lading  for  shipments  to  the  Washington  office  should 
be  promptly  mailed  to  the  Bureau  of  Mines,  Washington,  D.  C. 

(16)  Packages  shipped  to  Washington,  D.  C.,  should  be  addressed, 
•"  Bureau  of  Mines,  Washington,  D.  C." 

.  (IT)  Packages  for  any  other  destination  than  Washington,  D.  C., 
should  be  addressed  to  the  Bureau  of  Mines,  with  the  name  of  the 
person  for  whom  the  package  is  intended  marked  on  the  outside 
thereof,  as  per  sample  below: 

BUREAU  OF  MINES, 

40TH  AND  BUTLER  STS., 

PITTSBURGH,  PA. 
For  Mr.  C.  D.  Smith. 

(18)  For  shipments  originating  on  the  Great  Northern  Railway 
Co.'s  line  destined  to  points  on  a  connecting  river  steamboat  line,  two 
bills  of  lading  should  be  issued,  one  covering  the  haul  by  rail  and 
the  other  covering  the  haul  by  water.     Both  bills  should  be  for- 
warded to  the  agent  of  the  railroad  company  at  the  transfer  point. 
He  will  accomplish  the  bill  for  the  shipment  from  the  point  of  origin 
to  the  point  where  the  shipment  leaves  the  railroad  for  the  boat,  pro- 
cure the  signature  of  the  water  carrier's  agent  to  the  second  bill  of 
lading,  and  forward  it  to  the  consignee.    For  shipments  originating 
at  river  points  and  destined  to  points  on  the  Great  Northern  Railway 
the  reverse  procedure  should  be  followed. 

(19)  When  shipments  by  freight  or  express  start  at  a  railway 
point  and  terminate  at  a  stage  point,  the  consignor,  to  facilitate  the 
accounting,  may  indorse  the  bill  of  lading,  "All  charges  on  this  bill 
of  lading  payable  to  initial  carrier."     The  initial  carrier  will  then 
pay  the  necessary  advance  charges  to  the  final  carrier  or  carriers  and 
mark  the  shipment  "Prepaid."    The  consignee  will  accomplish  the 
bill  of  lading  at  destination  and  forward  it  to  the  agent  of  the  initial 
carrier  at  the  transfer  point.    The  initial  carrier  will  then  collect  the 
total  amount  from  the  Treasury  Department  in  the  usual  manner. 

(20)  Routing  is  to  be  shown  on  the  bill  of  lading  only  when  some 
substantial  interest  of  the  Government  is  subserved  thereby. 

(21)  Shipments  of  domestic  live  stock  should  be  made  under  the 
railroad's  "uniform  live-stock  contract,"  a  copy  of  which  should  be 
attached  to  the  bill  of  lading. 


54  MANUAL   OF   REGULATIONS. 

(22)  When  articles  are  purchased  by  a  member  of  the  bureau,  to 
be  delivered  by  the  vendor  for  transportation  at  the  expense  of  the 
Government,  the  purchaser  shall  prepare,  so  far  as  he  can  with  the 
information  at  hand,  a  bill  of  lading,  memorandum  bill  of  lading, 
and  shipping  order,  and  forward  them  to  the  vendor,  who  will  com- 
plete them  as  the  representative  of  the  consignor,  have  them  executed 
by  the  agent  of  the  initial  carrier,  and  dispose  of  them  as  directed 
by  the  purchasing  officer. 

(23)  When  such  method  of  shipping  is  deemed  more  practicable, 
Government  supplies,  properly  prepared  for  transportation,  may  be 
turned  over  to  the  Quartermaster's  Department  of  the  United  States 
Army  for  shipment;  this  department  will  arrange  for  the  issuance 
of  the  bill  of  lading  and  its  transmission  to  the  consignee,  etc.     (23 
Stat.,  111.) 

(24)  Charges  may  be  prepaid  by  the  dealer  on  freight  shipments 
when  no  part  of  the  route  is  over  any  land-grant  or  bond-aided  road, 
and  on  shipments  by  express  or  in  any  other  way,  if  prepayment  is 
necessary  to  insure  delivery  to  the  consignee.    In  such  cases  the  deal- 
er's invoice  should  show  the  purchase  price  and  the  transportation 
charges,  with  the  carrier's  receipt  attached  in  support  of  the  trans- 
portation charges. 

(25)  When  a  consignment  is  ready  for  delivery  to  the  initial  car- 
rier, the  shipping  order,  the  bill  of  lading,  and  the  memorandum  bill 
of  lading,  if  used,  must  be  delivered  to  the  carrier's  agent,  who  will 
retain  the  shipping  order,  and,  after  receipting  the  bill  of  lading  and 
memorandum  copy,  return  them  to  the  consignor.     The  consignor 
must  then  promptly  forward  the  bill  of  lading  direct  to  the  consignee 
and  dispose  of  the  memorandum  copy  in  accordance  with  the  instruc- 
tions on  the  reverse  side  thereof,  or  in  accordance  with  such  special 
instructions  as  he  may  have  received. 

(26)  If  the  consignee  has  the  bill  of  lading  in  his  possession  and 
is  notified  of  the  arrival  of  the  goods  shipped  thereon,  he  should  pro- 
cure the  release  of  the  goods  to  himself,  or  his  representative,  by 
accomplishing  the  bill  and  delivering  it  to  the  carrier. 

(27)  If,  through  mistake  or  lack  of  information  on  the  part  of  the 
shipper,  the  goods  have  been  shipped  on  a  commercial  bill,  the  con- 
signee may  execute  a  regular  Government  bill  of  lading  so  far  MS 
practicable    (a  forced  bill),  attach  it  to  the  commercial  bill,  and 
deliver  both  bills  to  the  carrier  in  exchange  for  the  goods. 

(28)  When  a  consignee  receives  freight  from  a  delivering  line,  he 
should  examine  the  shipment  before  receipting  for  it.     If  it  is  not 
complete  and  in  apparent  good  order,  any  shortage  or  damage  found 
should  be  noted  in  the  proper  place  on  the  bill  of  lading  over  the  sig- 
nature of  the  consignor  and,  if  practicable,  over  that  of  the  local 
freight  agent;  otherwise  a  clear  receipt  should  be  given  to  the  last 


ACCOUNTS   AND   DISBURSEMENTS.      *  55 

carrier  by  the  consignee  in  his  certificate,  and  the  bill  of  lading 
should  be  surrendered  to  the  delivering  line. 

(29)  All  Government  bills  of  lading  are  forwarded  to  the  Treas- 
ury Department  for  settlement.     For  emergency  shipments,  or  when 
Government  bills  of  lading  are  not  used,  subvouchers  or  regular 
freight  receipts,  accompanied  by  explanatory  statements,  must  be 
taken  for  the  freight  charges,  and  such  charges  will  be  paid  in  the 
usual  way  by  the  disbursing  officers  of  the  bureau,  subject  to  dis- 
allowances for  any  overcharges  or  for  shipments  over  land-grant 
roads. 

(30)  The  transportation  companies  will  be  charged  with  the  value 
of  such  supplies  as  may  have  been  lost  or  damaged  in  transit,  in 
accordance  with  the  consignee's  report  on  the  bill  of  lading.     No 
deduction  should  be  made  for  a  reasonable  amount  of  shrinkage 
resulting  from  causes  beyond  the  control  of  the  carrier. 

STORAGE    AND    DEMURRAGE. 

(.31)  Storage  charges  on  Government  supplies  are  proper  when 
less  than  carload  shipments  are  left  in  the  possession  of  the  carrier 
for  a  longer  period  than  the  free  time  allowance,  after  due  notice 
of  their  arrival  has  been  given. 

(32)  The  transportation  companies  will  load  and  unload  freight 
when  less  than  a  carload,  but  will  require  the  consignor  and  the  con- 
signee, respectively,  to  load  and  unload  carload  freight.     The  com- 
panies reserve  the  right,  however,  to  load  and  unload  carload  freight 
after  the  free  time  for  loading  or  unloading  has  expired,  and  for 
this  service  will  assess  their  regular  published  loading  or  unload- 
ing charges. 

(33)  Storage  and  demurrage  charges  are  reckoned  from  the  date 
when  the  notice  of  arrival  of  the  freight  is  sent  to  the  consignee, 
not  from  the  date  when  the  notice  is  received  by  him.     They  cease 
on  the  date  when  the  supplies  are  removed  or  the  car  is  released. 
Charges  are  made  for  this  period,  less  the  free  time  allowance  and 
all  Sundays  and  legal  holidays, 

(34)  Storage  and  demurrage  charges  will  be  paid  by  the  proper 
officer  on  receipt  of  a  voucher  in  correct  form,  which  shows  the  date 
the  supplies  were  received  and  stored,  or  the  car  placed,  and  the 
date  the  supplies  were  removed  from  storage  or  the  car  released. 
This  information  should  be  indorsed  on  the  bill  of  lading  and  be 
properly  authenticated  by  the  consignee,  or  by  the  consignor  when 
demurrage   accrues  during  the  process  of  loading.     Such   charges 
may  properly  be  included  in  the  transportation  charges,  but  must 
be  separately  itemized. 

(35)  When  a  consignee  is  notified  by  the  transportation  company 
that  freight  is  at  its  destination  he  should  procure  its  release  and 


56 


MANUAL  OF   REGULATIONS. 


removal  without  unnecessary  delay,  in  order  to  avoid  the  assessment 
of  storage  and  demurrage  charges. 

LAND-GRANT  AND  BOND-AIDED  RAILROADS. 

(36)   The  land-grant  and  bond-aided  railroads  in  the  United  States 
are  listed  in  the  following  table: 

Land-grant  and  bond-aided  railroads  of  the  United  States. 


Name  of  road. 

From— 

To- 

Miles. 

Remarks. 

Alabama  Great  South- 

Wauhatchie, Tenn  

Meridian,  Miss  

289.00 

50  per  cent  land  grant 

ern. 
Atchison     Topeka    & 

Atchison  Ivans 

State  line  Kansas  and 

470  58 

Do 

Santa  Fe. 
Atchison     Topeka    & 

Lawrence,  Kans 

Colorado. 
South    boundary    of 

142  80 

Do 

Santa  Fe—  Southern 
Kansas  division. 
Atchison     Topeka    & 

Isleta  N  Mex 

Kansas,  near  Coffey- 
ville. 
Mojave  Cal 

805  80 

Do 

Santa  Fe—  coast  lines. 
Central  of  Georgia 

Girard,  Ala 

Troy  Ala 

84  00 

Do 

Central  Pacific 

Ogden,  Utah  

Sacramento,  Cal.  .  . 

742.  61 

Bonded. 

Do 

Brighton,  Cal  .  . 

Niles.  Cal 

103  83 

Do 

Do                       .  . 

Niles,Cal  

San  Jose,  Cal  

17.54 

Do. 

Chicago  Burlington  & 

Burlington  Iowa  

Missouri    River,    via 

279  98 

50  per  cent  land  grant 

Quincy. 
Do 

Hannibal,  Mo  

Pacific  Junction,  to 
East    Plattsmouth, 
Iowa. 
St.  Joseph,  Mo  

206.40 

Do. 

Chicago   Milwaukee  & 

St.  Paul,  via  Mendota 

T^ylfi(  Mrrvn  ...... 

112  00 

Do 

St.  Paul. 
Do 

or  St.  Paul  Junction, 
Faribault,  and  Aus- 
tin. 
Minneapolis,     Minn., 

.  .do  

115.00 

Do. 

Do 

via  same  route. 
Calmar,  Iowa  

Sheldon,  Iowa,  junc- 

211.00 

Do. 

Do... 

Madison,  Wis  

tion  with  Chicago, 
St.  Paul,  Minneap- 
olis,    &     Omaha  — 
St.  Paul    &    Sioux 
City  division. 
Portage,  Wis  

39.00 

Do. 

Do. 

Hastings,  Minn  

Ortonville,    west 

202.  10 

Free  land  grant. 

Do.      . 

Dubuque,  south  

boundary  of  State. 
Tete  des  Morts  Creek, 

10.78 

50  per  cent  land  grant. 

Do    . 

Mississippi  River,  La 

on  west  bank  Missis- 
sippi River. 
Houston,  Minn  

18.00 

Do. 

Do. 

Crescent,     opposite 
La  Crosse,  Wis. 
Houston,  Minn  

Airlie,     on     western 

279.  37 

Free  land  grant. 

Chicago  &  North  West- 
ern. 
Do 

Cedar  Rapids,  Iowa.  .  . 
Branch-Lyons,  Iowa 

boundary  of  State 
of  Minnesota. 
Transfer  grounds,   or 
Council  Bluffs,  Iowa. 
Clinton,  Iowa  .  . 

271.60 
2.60 

50  per  cent  land  grant. 
Do. 

Do 

Winona  Minn 

0  6  mile'west  of  Water- 

323  22 

Do 

Do 

Fond  du  Lac,  Wis 

town  station. 
Junction  with  Duluth 

241  20 

Do 

Do. 

Souix  City,  Iowa 

South  Shore  &  At- 
lantic,    12.1    miles 
west  of  Marquette. 
Fremont,  Nebr..    .     . 

76.00 

Bonded. 

Do 

California  Jc    Iowa 

Missouri  Valley  la 

6  00 

Do 

Chicago,  Rock  Island 
&  Pacific. 
Do  

Davenport  Iowa  
Mississippi  River,  op- 

Transfer grounds,  or 
Council  Bluffs,  Iowa. 
Argenta,  opposite 

317.  75 
131.00 

50  per  cent  land  grant. 
Free  land  grant. 

Chicago,  St.  Paul,  Min- 

posite Memphis, 
Tenn. 
12.3    miles   south   of 

Little  Rock,  Ark. 

St.  Paul,  Minn 

172.60 

50  per  cent  land  grant. 

neapolis  &  Omaha. 
Do 

Warrens.Wis. 
Stillwater  Junction 

Stillwater  Minn 

3  50 

Do. 

Do  

St.  Paul,  via  Le  Mars, 

Sioux  City,  Iowa.  .  . 

269.60 

Do. 

Do... 

Iowa. 
Hudson,  Wis  

Superior,  Wis... 

149.  50 

Do. 

Do  

Superior       Junction, 

Bayfield,  Wis..      .  . 

94.40 

Do. 

Duluth    South  Shore 

Wis. 
Marquette  Mich 

L'Anse  Mich 

63  00 

Do. 

&  Atlantic. 

ACCOUNTS   AND   DISBURSEMENTS.  57 

Land-grant  and  bond-aided  railroads  of  the  United  States — Continued. 


Name  of  road. 

From— 

To— 

Miles. 

Remarks. 

Grand  Rapids  &  Indi- 
ana. 
Great  Northern  .  . 

Indiana-M  i  c  h  i  g  a  n 
State  line. 
St.  Paul.  Minn 

Petoskey,  on  Traverse 
Bay,  Mich. 
Breckenridge,  Minn.. 

278.00 
216.  84 

50  per  cent  land  grant. 
Do. 

Do  

St.  Paul.  Minn.,  via 

St.  Vincent^  Minn  

390.25 

Do. 

Do  

St.   Cloud  and 
Barnesville,  Minn. 
East  St.  Cloud,  Minn. 

Sauk  Rapids,  Minn  

2.19 

Do. 

Illinois  Central. 

Cairo.  Ill 

Chicago,  111..'  

365.  00 

Do. 

Do 

Centralia  111 

East  Dubuque,  111  

342.  73 

Do 

Do         

Dubuque,  Iowa  

Sioux  City,  Iowa  

326.  58 

Do. 

Lake  Shore  &  Michigan 

Jones  ville,  Mich.    .  . 

Lansing,  Mich  

60.00 

Free  land  grant 

Southern. 
Louisville  &  Nashville. 

T^ecatur,  Ala  

Flomaton,  Ala  

302.00 

50  per  cent  land  grant 

Do 

Flornaton  Ala 

Pensacola,  Fla        .  .  . 

44.00 

Do 

Do             

Pensacola,  Fla  

River  Junction,  west 

161.00 

Do. 

Michigan  Central 

Lansing  Mich         .   .  . 

bank    Apalachicola 
River. 
Mackinaw  City,  Mich 

259.00 

Free  land  grant. 

Missouri  Pacific 

St  Louis  Mo 

Pacific    Mo 

37  00 

SOper  cent  land  grant 

Missouri  Pacific—  Cen- 
tral branch. 
Missouri     Pacific  —  St. 

Atchison,  Kans  
Birds  Point,  opposite 

Waterville,Kans  
Texarkana,  Ark  

100.00 
394.  50 

Bonded. 
Free  land  grant. 

Louis,  Iron  Mountain 
&  Southern. 

Do                      --     - 

Cairo,    via    Poplar 
Bluff    and     Little 
Rock. 
Argenta,  Ark       

Fort  Smith,  Ark  

165.  16 

Do. 

Missouri      Kansas     & 

Junction  City  Kans 

Humboldt  Kans 

125  77 

Do 

Texas. 
Mobile  &  Ohio 

Mobile  Ala 

M  ississipp  i-T  ennessee 

333.  28 

50  per  cent  land  grant. 

Northern  Pacific 

Ashland  Wis 

State  line. 
Portland,  Oreg    

1  980.00 

Do. 

Do                   - 

Wallula        Junction, 

Pasco  Junction,  Wash. 

16.00 

Do. 

Do 

Wash. 
Watab  Minn  

Brainerd.  Minn  

54.84 

Do. 

Do 

St  Paul  Minn 

Duluth,  Minn  

154.42 

Do. 

Do 

White     Bear     Lake, 

Stillwater,  Minn  

12.00 

Do. 

Minn. 
Flint  Mich 

Ludington  Mich 

170  66 

Do 

Seaboard  Air  Line 

Fernandina  Fla 

Tampa,  Fla  

241.00 

Do. 

Do 

Waldo,  Fla          

Cedar  Keys,  Fla  

71.00 

Do. 

Do  

Jacksonville,  Fla  

Chattahoochee,  Fla  

209.  00 

Do. 

Southern  Pacific 

Alcalde    via   Huron, 

Colorado  River,  oppo- 

551. 34 

Do. 

Southern  Pacific    San 

Goshen,  Tulare,  Mo- 
have,  and  Los  An- 
geles. 
Roseville  Junction  Cal 

site  Yuma,  Ariz. 
Portland  Oreg 

664  00 

Free  land  grant. 

Franciico  &   Port- 
land line. 
Southern  Pacific 

San  Jose  Cal 

Tres  Pinos,  Cal       

50.26 

50  per  cent  land  grant. 

Southern 

Selma  Ala  

Jacksonville,  Ala  

145.00 

Do. 

St  Louis  &  San  Fran- 

Pacific Mo 

Seneca,  Mo    

291.30 

Do. 

cisco. 
Vicksburg   Shreveport 

Jackson  M  iss 

Meridian,  Miss  

96.00 

Do. 

&  Pacific. 
Do 

Delta  La 

Waskom,  Tex     

191.00 

Do. 

Portage  City  via  Ste- 

Ashland Wis 

256.00 

Do. 

vens  Point,  Wis. 

EXPRESS. 
USE. 

Shipments  shall  be  made  by  express,  rather  than  by  freight,  when- 
ever such  method  of  shipment  best  serves  the  interests  of  the  Gov- 
ernment. 

BILLS  OF  LADING. 

With  the  exceptions  and  modifications  stated  below,  the  rules  re- 
ferring to  freight  shipments  apply  also  to  shipments  by  express. 

(a)  No  land  grant  or  bond  aid  has  been  extended  to  any  express 
company;  consequently  all  provisions  relating  to  land-grant  or 
bond-aided  railroads  are  inapplicable  to  express  companies. 


58  MANUAL   OF   REGULATIONS. 

(b)  When  a  shipment  consists  of  more  than  one  piece  the  exact 
weight  of  each  piece  should  be  given  on  the  bill  of  lading,  for  in 
collective  shipments   each   piece  weighing  less  than  20  pounds  is 
charged  for  as  weighing  20  pounds. 

(c)  When   instruments   are  shipped   by   express   they  should  be 
packed  in  an  outer  box  or  case.     If  shipped  in  the  original  box  or 
case,  three  times  the  ordinary  express  rate  will  be  charged  by  the 
carrier. 

(d)  A  temporary  receipt  may  be  given  to  the  carrier  in  exchange 
for  the  goods,  such  receipt  to  be  held  until  the  bill  of  lading  can  be 
regularly  accomplished  and  delivered  to  the  carrier. 

(e)  A  single  package  must  not  be  given  a  valuation  in  excess 
of  $50. 

If  express  agents  decline  to  accept  Government  bills  of  lading, 
their  attention  should  be  called  to  the  instructions  from  the  com- 
panies' general  offices,  as  indicated  below : 

Adams:  Official  Gazette,  November  15,  1906. 

American:  Tariff  circular  109,  supplemented  May  1,  1908. 

Globe:  Instructions  on  Government  bills  of  lading. 

Great  Northern:  General  circular  83,  paragraph  J. 

National:  Same  as  American. 

Pacific:  Same  as  Globe. 

Southern :  Tariff  circular  B  27,  paragraph  5,  April  10,  1908. 

Wells  Fargo:  Tariff  circular  B  27,  April  10,  1908. 

PARCEL  POST. 

Whenever  articles  or  packages  can  be  forwarded  advantageously 
by  parcel  post,  that  method  of  shipment  should  be  adopted,  the  de- 
partment frank  being  used  in  lieu  of  postage.  (See  sec.  13,  p.  40.) 

PURCHASES. 
AUTHORITY. 

All  purchases  are  made  under  the  law  (Rev.  Stat.,  sec."  3709)  as 
follows : 

All  purchases  and  contracts  for  supplies  or  services  in  any  of  the  depMrtinoiifs 
of  the  Government,  except  for  personal  services,  shall  be  made  by  advertising 
a  sufficient  time  previously  for  proposals  respecting  the  same,  when  the  public 
exigencies  do  not  require  the  immediate  delivery  of  the  articles  or  performances 
of  the  service.  When  immediate  delivery  or  performance  is  required  by  the 
public  exigency,  the  articles  or  service  required  may  be  procured  by  open  pur- 
chase or  contract,  at  the  places  and  in  the  manner  in  which  such  articles  are 
usually  bought  and  sold,  or  such  services  engaged,  between  individuals. 

PURCHASES  IN   WASHINGTON. 

Purchases  in  Washington  are  made  by  the  purchasing  agent  of 
the  bureau  on  requisitions  by  individual  employees  that  have  re- 


ACCOUNTS  AND   DISBURSEMENTS.  59 

ceived  the  approval  of  the  proper  administrative  officer.  In  mak- 
ing these  purchases  prior  consideration  is  given  to  existing  contracts 
which  are  made  annually  for  such  articles  as  are  repeatedly  required. 

PURCHASES  IN   THE  FIELD. 

Field  purchases  are  made  direct,  at  or  near  the  place  where  de- 
livery is  required.  In  conformity  with  section  3709  of  the  Revised 
Statutes,  proposals  are  sent  to  dealers,  and  on  receipt  of  replies  the 
best  offer  is  accepted,  and  this  proposal  is  filed  with  the  voucher  when 
transmitted  for  payment.  If  it  is  impossible  or  impracticable  to 
obtain  formal  proposals,  adequate  reasons  for  the  purchase  without 
advertising  should  be  given,  as  in  the  manner  indicated  on  the 
voucher  form. 

ADVERTISING. 

Advertising  is  necessary  before  expense  may  be  incurred  to  pro- 
cure any  article  or  any  nonpersonal  service,  except  when  the  public 
exigencies  require  the  immediate  delivery  of  the  article  or  perform- 
ance of  the  service;  but  the  following  provision  of  law  (sec.  3828, 
Rev.  Stat.)  should  be  noted: 

No  advertisement,  notice,  or  proposal  for  any  executive  department  of  the 
Government,  or  for  any  bureau  thereof,  or  for  any  office  therewith  connected 
shall  be  published  in  any  newspaper  whatever  except  in  pursuance  of  a  writteril 
authority  for  such  publication  from  the  head  of  such  department;  and  no  bill 
for  any  such  advertising  or  publication  shall  be  paid  unless  there  be  presented 
with  such  bill  a  copy  of  such  written  authority. 

The  written  authorization  by  the  Secretary  to  a  subordinate  offi- 
cial directing  him  in  general  terms  to  place  advertisements  as  may 
be  required  is  a  substantial  compliance  with  the  requirements  of  the 
above  statute,  but  the  subordinate  official  should,  in  turn,  place  the 
advertising  so  authorized  by  written  orders  directed  to  the  particular 
newspapers  selected  by  him  as  a  medium  for  such  advertising,  and 
copy  of  his  specific  order  should  be  attached  to  bills  rendered  by  the 
newspaper  for  advertising  service.  (19  Comp.  Dec.,  628.) 

Advertising  may  be  accomplished  by  distributing  circulars  or 
handbills,  by  posting  notices,  by  sending  letters  or  telegrams  to  pos- 
sible bidders,  or  if  there  is  not  time  for  any  of  these  methods,  by  per- 
sonal inquiry  and  by  telephone.  The  method  or  methods  to  be  fol- 
iowed  should  be  determined  by  considering  the  importance  and  value 
of  the  proposed  purchase  or  contract,  the  location  of  probable  bid- 
ders, and  the  time  that  will  be  required  to  advertise  and  to  receive 
proposals. 

The  duration  of  the  time  of  advertising  is  not  fixed.  It  should  be 
iong  enough  to  allow  possible  bidders  to  consider  fully  the  specifica- 
tions and  the  matter  of  their  ability  to  perform  the  contract  if  it 
should  be  awarded  to  them. 


60  MANUAL   OF   REGULATIONS. 

The  advertisement  should  contain  full  information  on  the  follow- 
ing matters  or  show  where  such  information  can  be  procured :  Speci- 
fications in  detail  as  to  the  articles  to  be  furnished  or  the  work  to  be 
done;  the  place  at  which  delivery  or  performance  is  required;  the 
period  within  which  proposals  will  be  received;  if  bidders  are  in- 
vited to  be  present,  the  time  when  the  bids  will  be  opened  and  con- 
sidered; and  the  address  to  which  proposals  should  be  sent. 

VOUCHERS   FOR   PURCHASES. 

The  vouchers  and  the  subvouchers  for  purchases  and  services  other 
than  personal  (Forms  6-51,  6-52,  and  6-53)  are  used  for  purchases 
and  miscellaneous  expenditures,  including  rent,  storage,  freight,  ex- 
pressage,  services  by  the  day  or  job  on  contract  work,  and  tele- 
graph or  telephone  charges.  When  any  of  the  above  obligations  are 
settled  by  cash  payments,  subvouchers  should  be  taken  and  the  re- 
turns made  on  the  traveling  and  miscellaneous  expense  voucher. 
(See,  also,  sec.  32,  p.  47.) 

Each  item  or  purchase  must  show  the  date  of  purchase,  the 
number  of  units,  the  kind  of  unit,  and  the  price  or  rate  per  unit, 
as  well  as  the  total  cost.  If  a  piece  of  work  is  done  as  a  job,  state- 
ment to  that  effect  is  sufficient. 

The  purchase  or  hire  of  property  belonging  to  employees  is  prohib- 
ited ;  but  a  man  may  be  hired  as  an  employee  in  connection  with  his 
horses,  wagons,  or  other  property,  the  whole  being  covered  under  one 
agreement  and  accounted  for  by  a  single  voucher.  When  the  material 
hired  is  merely  accessory  to  the  service  of  the  employee,  as  when 
an  artisan  is  hired  with  his  tools,  or  a  surveyor  with  his  instruments, 
a  service  voucher  should  be  used.  When  the  services  of  the  person 
are  accessory  to  the  use  of  the  material,  as  when  a  driver  accom- 
panies a  hired  team,  the  voucher  is  for  hire  of  property,  with  men- 
tion of  the  personal  service  and  the  person  rendering  it.  and  the 
voucher  for  purchases  and  services  other  than  personal  should  be  used. 

Whenever  the  amount  of  a  payment  depends  on  a  period  of  time,  as 
for  subsistence  or  forage  by  the  day,  storage,  rent  of  buildings  or  ma- 
terial, etc.,  the  limiting  dates  must  be  included  in  the  voucher.  Full 
descriptions,  including  age,  height,  weight,  color,  sex,  brands,  etc., 
must  accompany  vouchers  for  the  purchase  of  animals. 

RENTALS. 
BUILDINGS,  OFFICES,  ETC. 

No  building  or  office  shall  be  rented  or  repaired  in  Washington, 
D.  C.,  unless  specific  appropriation  for  the  payment  of  the  rent  or 
repair  thereof  shall  have  been  made  by  Congress. 


ACCOUNTS   AND   DISBURSEMENTS.  61 

No  building,  office,  or  land  outside  of  Washington,  D.  C.,  for  which 
the  annual  rental  exceeds  $1,000  shall  be  rented  or  leased  for  Govern- 
ment use  unless  the  agreement  therefor  be  in  writing  and  approved 
by  the  Secretary  of  the  Interior.  All  such  leases  will  be  considered 
formal  instruments. 

Any  building,  office,  or  land  outside  of  the  District  of  Columbia, 
the  annual  rental  of  which  does  not  exceed  $1,000  may  be  rented  or 
leased  by  making  therefor  an  informal  written  agreement  in  accord- 
ance with  the  procedure  outlined  under  "  Contracts  "  (p.  02). 

The  original  copy  and  two  carbon  copies  of  every  lease  must  be 
transmitted  to  the  director,  either  with  the  voucher  making  payment 
thereunder  or  before  such  voucher  is  presented. 

STORAGE,  PASTURAGE,  ETC. 

Storage  and  pasturage  accounts  for  fractional  parts  of  months, 
if  the  rate  charged  is  a  monthly  one,  should  be  computed  on  the  basis 
of  the  actual  number  of  days  in  such  months,  unless  otherwise  speci- 
fied in  the  agreement. 

TELEPHONE  SERVICE. 

When  authorized,  regular  telephone  service  should  be  provided  for 
by  the  execution  of  contract  form  6-774  at  rates  not  to  exceed  the 
regular  rates,  the  original  copy  to  accompany  the  first  voucher 
presented  for  payment  under  the  contract. 

WATER,    GAS,    ELECTRICITY,    AND    HEAT. 

When  water,  gas,  electricity,  and  heat  are  not  furnished  directly 
by  the  Government,  and  are  not  supplied  as  a  part  of  the  equipment 
of  a  rented  building,  a  written  agreement  for  this  service  must  be 
made.  If  the  total  annual  expenses  to  be  incurred  will  not  exceed 
$1,000,  a  contract  may  be  entered  into  by  the  director  or  the  assistant 
director,  in  behalf  of  the  United  States,  using  the  bureau's  short- 
form  contract  (Form  6-77)  executed  in  quintuplicate  in  accordance 
with  the  procedure  outlined  on  page  62,  following. 

CONTRACTS. 

The  mode  of  preparing  contracts  involving  large  expenditures  is 
prescribed  in  the  following  paragraph  (Rev.  Stat.,  sec.  3744)  : 

It  shall  be  the  duty  of  the  Secretary  of  War,  of  the  Secretary  of  the  Navy, 
and  of  the  Secretary  of  the  Interior  to  cause  and  require  every  contract  made 
by  them  severally  on  behalf  of  the  Government,  or  by  their  officers  under  them 
appointed  to  make  such  contracts,  to  be  reduced  to  writing  and  signed  by  the 
contracting  parties  with  their  names  at  the  end  thereof;  a  copy  of  which  shall 
be  filed  by  the  officer  making  and  signing  the  contract  in  the  returns  office  of 


62  MANUAL   OF   KEGULATIONS. 

the  Department  of  the  Interior,  as  soon  after  the  contract  is  made  as  possible, 
and  within  30  days,  together  with  all  bids,  offers,  and  proposals  to  him  made 
by  persons  to  obtain  the  same,  and  with  a  copy  of  any  advertisement  he  may 
have  had  published  inviting  bids,  offers,  or  proposals  for  the  same.  All  the 
copies  and  papers  in  relation  to  each  contract  shall  be  attached  together  by  a 
ribbon  and  seal  and  marked  by  numbers  in  regular  order,  according  to  the 
number  of  papers  composing  the  whole  return. 

Important  formal  contracts  on  behalf  of  the  bureau  must  not  be 
made  without  specific  authority  and  instructions  from  the  Secretary 
of  the  Interior,  obtained  through  the  director,  and  no  contract  involv- 
ing a  payment  from  public  funds  may  be  made  in  advance  of  an 
appropriation  therefor  by  Congress. 

With  the  approval  of  the  director,  less  formal  agreements  having 
the  force  of  contracts  and  involving  only  minor  expenditures  may 
be  entered  into  by  bureau  officers  whenever  the  interests  of  the  service 
nre  served  thereby.  Examples  of  agreements  of  this  type  are  those 
providing  for  office  rent,  pasturage,  storage  of  public  property,  livery, 
telephone,  water,  gas,  electricity,  ice,  and  hauling.  The  form  used 
for  these  agreements  is  6-774. 

Payment  in  advance  of  rendition  of  service  is  prohibited  by  statute, 
and  employees  are  cautioned  against  entering  into  any  contract  or 
agreement  that  requires  such  payment.  Contracts  for  the  perform- 
ance of  a  service  involving  a  definite  period  of  time  can  not  legally 
be  made  to  extend  beyond  the  duration  of  the  appropriation  that 
makes  provision  for  expenses  of  the  period  during  which  such  con- 
tracts are  executed. 

If  a  contract  for  the  delivery  of  property  to  the  Government  is  not 
completed  in  the  fiscal  year  in  which  it  is  made,  but  is  completed  in 
the  next  fiscal  year,  payment  must  be  made  from  the  appropriation 
for  the  fiscal  year  in  which  such  contract  was  made. 

SALES. 

Sales  of  public  property  are  not  permissible  except  where  the 
property  has  become  unfit  for  use. 

UNSERVICEABLE   PROPERTY. 

General  authority  is  granted  each  year  by  the  director  for  the  dis- 
posal at  auction  of  worn-out  or  useless  property,  the  sales  to  occur 
at  times  and  places  designated  by  administrative  officers  in  charge 
of  such  property. 

Duplicate  inspection  reports  (Form  1-514)  must  be  prepared,  giv- 
ing a  complete  inventory  of  all  property  to  be  sold,  with  a  statement 
of  its  condition  and  the  reasons  for  its  sale. 

The  property  must  be  advertised  by  posters  (Form  6-750).  The 
posters  should  be  put  up  in  conspicuous  places  at  least  48  hours 


ACCOUNTS   AND   DISBURSEMENTS.  63 

before  the  sale.  All  sales  must  be  for  cash,  and  a  record  must  be 
made  of  each  article  sold,  including  the  name  of  the  purchaser  and 
the  amount  received.  Articles  of  small  value  may  be  sold  in  lots, 
but  each  item  in  the  lot,  as  well  as  the  price  for  which  the  lot  is  sold, 
must  be  reported.  Inspection  and  sale  reports  must  agree  as  to  the 
items  they  include.  Accounts  of  auction  sales  must  be  rendered  in 
duplicate,  on  Form  6-70,  and,  as  soon  as  practicable  after  the  sale, 
must  be  forwarded,  with  the  inspection  reports,  to  the  director 
through  the  proper  division  or  section  chief,  together  with  the 
amount  realized  from  the  sale. 

Public  property  that  is  unsalable  and  of  no  value  may  be  disposed 
of  as  indicated  on  the  inspection-report  form. 

DISBURSEMENTS. 

Numerous  Federal  laws  regulate  the  handling  of  disbursing  funds. 
Disbursing  agents  are  required  to  submit  their  official  accounts  to 
the  accounting  officers  of  the  Treasury,  who  pass  upon  the  legality 
of  all  disbursements  made. 

SPECIAL    DISBURSING    AGENTS. 

Employees  of  the  bureau  who  already  hold  appointments  from 
the  Secretary  of  the  Interior  may  be  designated  by  him  to  serve  as 
special  disbursing  agents,  no  additional  salary  being  attached  to 
such  designation. 

BONDS. 

Special  disbursing  agents  must  give  bond  before  they  can  qualify 
as  such  at  the  Treasury  Department.  Bond  forms,  accompanied 
by  instructions,  will  be  furnished  by  the  director  to  members  of  the 
bureau  who  are  designated  as  disbursing  agents.  The  amount  of 
bond  is  fixed  by  the  director,  with  the  approval  of  the  Secretary 
of  the  Interior. 

CHECKS. 

Special  disbursing  agents  are  required  to  have  their  funds  de- 
posited with  the  Treasurer  of  the  United  States. 

They  are  also  required,  as  a  rule,  to  make  disbursements  by  checks, 
and  are  thus  relieved  of  the  responsibility  involved  in  the  actual 
handling  of  cash.  The  Secretary  of  the  Treasury  may,  however, 
specifically  authorize  disbursing  agents  to  make  payments  in  cash, 
by  drawing  for  this  purpose,  in  advance,  through  checks  payable  to 
themselves,  a  limited  amount  of  money.  Such  authority  is  specific 
and  not  general.  It  permits  the  disbursing  agent,  when  the  needs 


64  MANUAL   OF   REGULATIONS. 

of  the  bureau  require,  to  hold  in  his  personal  possession  public  funds 
to  an  amount  not  exceeding  a  fixed  sum,  thus  relieving  him  of  the 
necessity  of  making  each  payment  by  means  of  a  separate  check. 

Check  books  for  the  use  of  disbursing  agents  are  issued  by  the 
Treasurer  of  the  United  States.  Instructions  for  their  use  are  pasted 
inside  the  cover  of  each  book.  The  stub,  when  properly  filled,  con- 
stitutes a  complete  record  of  the  check  and  also  shows  the  balance 
remaining  to  the  credit  of  the  disbursing  agent  in  the  depository. 

Each  check  issued  by  a  disbursing  agent  should  state  the  object 
for  which  the  disbursement  is  made. 

Checks  must  not  be  signed  in  blank  nor  antedate  the  vouchers  in 
payment  of  which  they  are  given.  Official  checks  must  not  be  issued 
payable  to  bearer. 

When  one  check  is  used  to  pay  two  or  more  vouchers,  this  fact 
should  be  recorded  on  each  voucher  by  amending  its  brief  to  read, 
"  Paid  by  part  of  check  No.  -  — ." 

LOST    CHECKS. 

If  a  check  is  lost  the  payee  should  immediately  notify  the  dis 
bursing  office  in  writing,  giving,  if  possible,  the  date,  the  number, 
and  the  amount  of  the  check,  in  order  that  payment  may  be  stopped 
at  once  by  that  office.  He  should  then  make  every  possible  effort  to 
trace  the  check  through  postal  and  other  channels,  and  should  re- 
port the  result  of  his  action  to  the  disbursing  office.  If  the  check 
has  not  been  found  when  this  second  report  is  made,  the  person  in- 
terested will  receive  from  the  department  a  blank  bond  of  indemnity 
for  execution  and  return  with  an  accompanying  affidavit  setting 
forth  the  circumstances  attending  the  loss  of  the  check.  After  the 
expiration  of  six  months  from  the  date  of  the  original  check,  if  for 
more  than  $50,  or  after  90  days  if  for  $50,  or  less,  a  duplicate  will 
be  issued.  If  a  check  reported  as  lost  is  subsequently  found,  no  at- 
tempt should  be  made  to  cash  it  until  the  disbursing  office  has  been 
notified  and  the  person  in  whose  favor  it  is  drawn  has  been  informed 
that  the  necessary  action  to  cancel  stoppage  of  payment  has  been 
taken. 

RENDITION    OF    ACCOUNTS. 

Monthly  accounts  must  be  sent  by  the  special  disbursing  agent  to 
the  Washington  office  within  ten  days  after  the  end  of  the  month  to 
which  they  relate,  and  quarterly  and  other  accounts  within  20  days 
after  the  period  to  which  they  relate.  Such  accounts  must  then  be 
transmitted  to  the  auditor's  office  within  20  days  of  their  actual 
receipt  at  the  Washington  office  of  the  bureau  in  the  case  of  monthly 
accounts,  and  within  60  days  in  the  case  of  quarterly  and  other  ac- 


ACCOUNTS  AND  DISBUKSEMENTS.  65 

counts.  Should  there  be  any  delinquency  in  this  regard  at  the  time  of 
the  receipt  by  the  auditor  of  a  requisition  for  an  advance  of  money, 
he  will  disapprove  such  requisition.  The  requirement  of  mailing  or 
otherwise  sending  accounts  within  10  or  20  days  may  be  relaxed  and 
the  delinquency,  when  there  is  manifest  difficulty  in  complying  with 
this  requirement,  may  be  waived  by  authority  obtained  through  the 
director  from  the  Secretary  of  the  Treasury. 

In  rendering  accounts  all  vouchers  to  be  submitted  must  be  en- 
tered on  the  regular  form  of  abstract  provided,  showing  the  number, 
the  payee,  and  the  amount  paid  under  each  appropriation,  and  the 
total  of  the  abstract  must  be  carried  to  the  prescribed  form  of  ac- 
count current. 

Rendered  accounts  must  also  conform  with  the  requirements  of 
Treasury  Circular  No.  52,  dated  July  29,  1907. 

GENERAL  RULES. 

The  name  of  the  disbursing  agent  who  furnishes  the  funds  is 
written  in  the  body  of  the  receipt  at  the  top  of  the  pay  roll.  The 
certificate  at  the  bottom  of  the  roll  is  signed  by  the  officer  under 
whose  direction  the  services  were  performed. 

Disbursing  officers,  before  making  final  settlement  with  a  dis- 
charged employee,  should  be  furnished  with  evidence  that  he  has 
turned  in  all  Government  property  in  his  possession. 

All  accounts  must  be  approved  by  the  director,  the  assistant  di- 
rector, or  the  subordinate  officers  to  whom  such  authority  has  been 
delegated  before  being  paid  by  a  disbursing  officer. 

ACCOUNTING. 

Administrative  accounting  embraces  all  regular  and  allotment 
bookkeeping  covering  accounts  with  appropriations  and  disbursing 
agents.  The  recording  of  receipts  from  all  sources  and  disburse- 
ments for  all  purposes;  the  keeping  of  a  classified  record  of  ex- 
penditures; the  preparing  of  all  requisitions  for  disbursing  funds; 
the  administrative  examination  of  all  accounts  presented  for  pay- 
ment by  the  bureau;  the  preparation  of  all  statements  and  reports 
regarding  fiscal  affairs  and  conditions;  and  such  other  work  as  is 
required  for  a  proper  discharge  of  the  duties  connected  with  these 
matters. 

An  account  will  be  kept  in  the  section  of  accounts  with  each  allot- 
ment made  out  of  regular  bureau  appropriations,  against  which 
must  be  charged  under  the  proper  classified  head  all  expenditures 
of  every  sort  pertaining  to  the  work  in  the  period  for  which  the 
allotment  is  made,  including  salaries  of  permanent  and  temporary 
employees,  transportation,  expressage,  freight,  subsistence,  and  mis- 
63485—15 5 


66  MANUAL   OF   REGULATIONS. 

cellaneous  expenses.  From  this  record  a  monthly  statement  will  be 
prepared  showing  for  each  allotment  account  the  expenditures,  the 
unliquidated  encumbrances,  and  the  net  balance. 

The  section  of  accounts  will  keep  records  that  will  show  at  the 
close  of  any  given  period,  in  detail  and  by  sources,  and  under  the 
digest  headings  fixed  by  the  Treasury  Department,  all  revenues  col- 
lected and  deposited,  the  amount  of  each  appropriation,  the  with- 
drawals and  disbursements  therefrom,  the  amounts  refunded,  the 
total  obligations  unpaid,  and  the  available  balances  remaining  in 
each  fund. 

Requisitions  for  disbursing  funds  will  be  prepared  in  the  section 
of  accounts  upon  memorandum  requests  of  disbursing  agents  con- 
cerned, which  must  be  accompanied  by  such  original  paid  vouchers 
and  pay  rolls,  with  abstract  thereof,  as  will  enable  the  section  of 
accounts  to  determine  that  actual  unexpended  balances  of  disbursing 
agents,  plus  the  total  advances  desired,  are  within  the  sum  allowable. 

Records  of  personal  accounts  with  all  officers  designated  to  dis- 
burse bureau  funds  will  be  kept  in  the  section  of  accounts,  and  the 
items  of  such  records,  when  posted  from  the  accounts  current  as 
audited  and  submitted  to  the  Treasury  Department  for  settlement, 
must  show  the  advances  on  warrant,  the  sum?  expended  or  refunded, 
and  the  balances  on  hand. 

All  vouchers  and  pay  rolls  presented  for  payment  by  the  bureau, 
and  all  claims  for  adjustment  of  accounts  by  settlement,  transfer 
of  funds,  or  counter  warrant,  shall  receive  administrative  examina- 
tion in  the  section  of  accounts  before  being  submitted  for  the  ap- 
proval of  the  director  or  the  assistant  director. 

PROPERTY. 

CLASSIFICATION. 

Government  property  is  classed  as  expendable  and  nonexpendable. 
Any  article  that  is  perishable,  or  that  is  consumed  by  use,  or  that  is 
an  essential  part  of  an  article  otherwise  accounted  for,  shall  be  classed 
us  expendable.  Any  article  that  endures  in  service,  or  that  when  in 
use  does  not  form  an  essential  part  of  another  article  otherwise  ac- 
counted for,  shall  be  classed  as  nonexpendable.  In  case  of  doubt  as 
to  whether  an  article  should  be  classed  as  expendable  or  nonex- 
pendable, reference  should  first  be  had  to  the  appended  lists  of  ex- 
pendable and  nonexpendable  property  (pp.  68  to  72),  and  if  doubt 
still  remains,  the  question  should  then  be  referred  to  the  director 
for  decision. 

ACCOUNTABILITY. 

Officers  of  the  bureau  purchasing  expendable  property  are  the 
custodians  of  such  property,  and  at  the  close  of  each  fiscal  year  they 


PEOPEKTY.  67 

must  certify  that  all  property  acquired  during  that  year  has  been 
properly  expended  for  official  use,  or  that  the  unused  articles  are 
available  and  are  stored  under  stated  conditions.  Officers  and  em- 
ployees of  the  bureau  purchasing  nonexpendable  property,  or  to 
whom  such  property  has  been  issued,  will  be  held  strictly  account- 
able therefor  in  accordance  with  a  record  of  such  nonexpendable 
property  maintained  at  the  headquarters  office  of  the  bureau. 

Employees  leaving  the  bureau  either  temporarily  or  permanently 
must  surrender  all  identification,  telegraph,  and  express  cards,  as 
well  as  all  other  public  documents  belonging  to  the  bureau,  and  must 
return  or  account  for  all  property  charged  against  them.  Failure 
to  comply  with  this  regulation  will  result  in  salary  being  withheld 
until  all  documents  and  property  are  accounted  for  satisfactorily. 

RECORDS. 

A  permanent  accountability  record  of  all  nonexpendable  property 
will  be  maintained  at  the  headquarters  office  of  the  bureau.  All 
vouchers  of  the  bureau  are  examined  at  the  headquarters  office,  and  a 
receipt  card  (Form  6-736),  prepared  in  triplicate  for  each  article  of 
nonexpendable  property  acquired,  will  be  made  direct  from  these 
vouchers.  The  original  card  (white)  will  be  sent  to  the  person  re- 
sponsible for  the  article  listed,  to  be  returned  by  him,  with  his  signa- 
ture, for  filing  in  the  accountability  record  at  the  headquarters  office ; 
a  memorandum  copy  (blue)  will  be  filed  in  the  proper  field  office;  and 
a  third  copy  (yellow)  will  be  filed  in  the  personal  records  of  the  indi- 
vidual responsible  for  the  article  acquired.  When  nonexpendable 
property  is  transferred  from  one  employee  to  another,  the  yellow 
cards  covering  the  articles  released  should  be  forwarded  to  the  person 
who  assumes  responsibility  for  the  property.  When  nonexpendable 
property  is  transferred  from  one  field  office  to  another  the  blue  cards 
covering  the  articles  transferred  should  be  withdrawn  from  the  files 
of  the  field  office  releasing  the  property  and  after  appropriate  nota- 
tion thereon  should  be  forwarded  for  the  files  of  the  field  office  re- 
ceiving the  property. 

INVENTORIES. 

Physical  inventories  of  nonexpendable  property  must  be  taken  by 
the  various  section  chiefs  on  the  dates  designated  and  in  accordance 
with  and  under  such  instructions  as  may  be  issued  by  the  director. 

TRANSFER  OF  NONEXPENDABLE  PROPERTY. 

Nonexpendable  property  transferred  from  one  person  or  section 
to  another  should  be  reported  promptly  on  transfer  card  (Form  6-66). 
This  card  is  prepared  in  triplicate,  one  copy  for  the  files  of  the 


68  MANUAL   OF   EEGULATIONS. 

transferee,  one  for  the  files  of  the  Washington  office,  and  the  third 
for  the  files  of  the  transferor.  The  prompt  use  of  transfer  cards 
is  necessary  to  insure  the  keeping  of  accurate  records  and  to  hold  the 
proper  person  responsible  for  the  property  transferred. 

DISPOSITION  OF  NONEXPENDABLE  PROPERTY. 

Nonexpendable  property  may  wear  out,  or  be  lost,  stolen,  or 
abandoned.  When  it  is  worn  out,  or  is  in  such  condition  as  to  war- 
rant the  disposal  thereof  by  auction  sale,  an  inspection  report  (Form 
1-514),  properly  certified,  should  be  prepared  and  transmitted  to 
the  director,  asking  authority  for  the  disposal  of  the  property  as 
recommended.  Government  property,  the  sale  of  which  has  been 
approved  by  the  director,  must  not  be  purchased  either  directly  or 
indirectly  by  the  person  or  persons  responsible  for  the  property  at 
the  time  of  condemnation.  If  nonexpendable  property  is  lost,  stolen, 
or  abandoned,  a  certificate  of  abandoned  or  lost  property  (Form 
1-515),  properly  certified,  should  be  prepared  and  transmitted  to 
the  director  for  approval.  When  Government  property  has  been 
lost  or  stolen  through  no  negligence  on  the  part  of  the  user  or  the 
person  in  charge  of  the  property,  and  it  is  possible  to  recover  the 
same,  reasonable  charges  for  its  recovery  are  allowable. 

PROTECTION  AND  STORAGE  OF  PROPERTY. 

Employees  are  cautioned  to  exercise  great  care  in  the  preservation 
and  maintenance  of  property  under  their  control.  Such  property 
should  be  thoroughly  dry  before  being  packed  or  stored,  and  all 
apparatus  should  be  frequently  inspected  and  overhauled,  and  be 
kept  in  good  repair  at  all  times. 

BOXING   AND    SHIPPING. 

All  property  intended  for  shipment  should  be  put  in  proper  shape 
for  that  purpose,  and  should  be  carefully  packed  or  wrapped.  Par- 
ticular care  should  be  exercised  in  packing  delicate  or  fragile  articles ; 
these  should  first  be  wrapped  with  rumpled  newspapers  or  tissue 
paper,  and  then  inclosed  with  a  layer  of  excelsior  or  straw,  to  pre- 
vent breakage  or  injury  during  transit.  The  same  precautions  should 
be  taken  with  delicate  or  fragile  articles  to  be  shipped  in  a  wooden 
box  or  other  container. 

LIST   OF  NONEXPENDABLE   PROPERTY. 

The  following  is  a  list  of  nonexpendable  property  for  field,  labora- 
tory, or  office  use  which  will  serve  as  a  guide  in  the  matter  of  prop- 


PROPERTY. 


69 


erty  classification  and  accountability.  The  list  is  not  complete,  and 
should  not  be  considered  as  representing  all  articles  of  a  nonexpend- 
able nature  now  belonging  to  the  bureau  or  that  may  hereafter  be 
acquired,  It  will  be  amended  from  time  to  time  by  supplemental 
lists. 


Accumulators. 

Adzes. 

Ammeters. 

Anemometers. 

Animals   (horse,  mules). 

Annunciators. 

Anvils. 

Apparatus   (rescue,  engineer 

ing,  etc.). 

Aspirators,   metallic. 
Augers. 
Axes. 

Balances,  analytical. 
Balances,  spring. 
Barometers,       aneroid       and 

mercurial. 
Bars,  pinch. 
Basins,  wash. 
Baths,  laboratory. 
Beaters,  egg. 
Bellows. 
Bells,  assorted. 
Benches. 

Binders,  loose-leaf. 
Bits,  auger. 
Blackboards. 
Blankets. 
Blowpipes. 

Boards,  drawing,  etc. 
Beats,   platinum. 
Boilers. 
Bookcases. 
Boots,     rubber     (for     rescue 

work  only). 
Borers,  cork. 
Boxes,  ice. 
Boxes,  tool. 
Braces,  carpenter's. 
Burners,  Bunsen,  meter,  etc. 

Cabinets. 

Calipers. 

Calorimeters. 

Cameras. 

Car  movers. 

Cases,  drawing  -  board, 
leather,  map,  note-book, 
brief  or  portfolio,  file,  etc. 

Cathetometers. 

Centrifuges. 

Chains. 

Chairs,  office  and  camp. 

Chisels. 

Chronometers. 

Clamps,  belt. 

Clamps,   carpenter's. 

Claws,  nail. 

Clocks. 


Coffee  mills. 

Combustion  chambers. 

Comforts,  bed. 

Comparators. 

Compasses,  beam,  box 
clinometer,  dial,  dip,  pris- 
matic, etc. 

Compressors. 

Compressometers. 

Condensers,  metallic. 

Cones,  platinum. 

Controllers. 

Conveyors. 

Coolers,  water. 

Cots. 

Counters. 

Couplers. 

Couples. 

Cranes. 

Crucibles,  platinum. 

Crushers. 

Cups,  granite,  rubber. 

Curves. 

Cuspidors,  metallic. 

Cutters,  clinch. 

Cutters,   pipe. 

Cutters,  wire  (see  also 
pliers). 

Cylinders,  metal. 

Daters,  rubber. 

Desks. 

Dies. 

Diggers   (post-hole). 

Dippers,   ladles,    etc. 

Dishes,  platinum. 

Dividers,     plain,     proper- 

tional,  spring,  etc. 
Door  checks. 
Drawing    instruments. 
Drills   (^-inch  and  over). 

Engines. 
Expanders. 
Extinguishers,  fire. 

Figures,  metal. 

Filing  furniture. 

Filters    (water). 

Flags,  pennants. 

Flags,    United    States,     Red 

Cross,  etc. 
Flasks   (copper). 
Flatters. 
Forceps. 
Forks,  pitch. 

Forks,  table,  blasting,  etc. 
Frames,  hack-saw. 
Funnels,  adjustable  top. 


Furnaces,   metallic  muffle. 

Gages,   wire. 

Galvanometer  repair  kits. 

Galvanometers. 

Generators. 

Glasses,     field,      magnifying, 

and  thermometer  reading. 
Gloves,    rubber     (for    rescue 

work  only). 
Graphophones. 
Grinders. 

Hammers. 

Harness. 

Hatchets. 

Heat  testers. 

Hoists. 

Holders,  tool. 

Hones. 

Hoods. 

Horses,  wooden. 

Hydrodeiks. 

Hygrometers. 

Indicators. 

Instruments,  drawing. 
Irons,  soldering. 

Jacks. 
Jigs. 

Kettles. 

Ladders, 

Lamps. 

Lanterns. 

Larries,  coke. 

Lathes. 

Lenses,  camera,  magnifying, 
etc. 

Letters,  metal. 

Levels,  engineer's,  hand,  cir- 
cular, spirit,  etc. 

Machines,      computing      and 

numbering. 
Magnetos. 
Magnets. 
Mallets. 
Mattresses. 
Mauls. 

Measures,  metallic. 
Meters,  gas,  water,  etc. 
Micrometers. 
Microscopes. 
Microtomes. 
Millivoltmeters. 


70 


MANUAL  OF  REGULATIONS. 


Mills,  grinding,  pebble,  ball, 

coffee. 

Mimeographs. 
Mixers. 
Mortars   and   pestles    (agate 

or  iron). 
Mortars. 
Molds. 
Multimeters. 

Nippers. 
Nozzles,  hose. 
Numbering  stamps. 

Oil  testers. 
Openers,  can,  letter. 
Ovens. 

Pans,     frying,     bread,     dish, 

stew,  etc. 
Pedometers. 
Pens,  bow,  ruling,  etc. 
Perforators. 
Picks. 
Pillows. 
Planes. 
Planimeters. 

Platinum  wire,  over  1/10  mm. 
Pliers,  cutting. 
Plumb  bobs. 
Polymeters. 
Potentiometers. 
Pots,  coffee,  tea,  etc. 
Presses,  cork  and  letter. 
Protractors. 
Psychrometers. 
Pullers,   nail. 
Pulleys. 
Pulsometers. 
Pulverizers. 
Pumps. 
Punches. 
Pyrometers. 

Racks,  test-tube  and  stamp. 

Rakes. 

Reamers. 

Recorders  and  registers. 

Reels,  hose. 

Reflectors. 

Refractometers. 

Refrigerators. 


Relays. 

Release  starters. 
Respirators. 
Retorts,  metal. 
Rheostats. 
Rings,    iron. 
Riveting  sets. 

Rods,   leveling,   stadia,   tran- 
sit, etc. 
Rules,   slide. 
Rulers,  parallel. 

Salamanders. 

Samplers. 

Saws. 

Scales,  graduated,  triangu- 
lar, etc. 

Scoops. 

Screens,  window,  etc. 

Screw  drivers. 

Scythes. 

Sealers. 

Shapers. 

Sharpeners,  automatic  pencil. 

Shears,  editor's,  tinner's,  of- 
fice, etc. 

Sheaves,  cast-iron. 

Shovels. 

Shunts. 

Sieves. 

Silencers,  gun. 

Skillets. 

Snips. 

Soldering  outfits. 

Spades. 

Spatulas,  metallic. 

Spectroscopes. 

Spoons,  basting,  table,  tea, 
etc. 

Sprinklers. 

Squares,  T. 

Squeezers,  lemon. 

Stamps,  numbering. 

Stamps,  self-inking. 

Stands,  ring  and  instrument. 

Staplers,  paper. 

Steels,  butcher's. 

Stocks  and  dies. 

Stokers,  mechanical. 

Stools,  camp. 

Stoves. 

Straight  edges. 

Stretchers. 


Supports,    iron,    for    labora- 
tory use. 
Switchboards. 

Tables. 

Tampers. 

Tanks,      oxygen,      hydrogen, 

acetylene,  etc. 
Tapelines. 
Tapes,  cloth,  metallic,  steel, 

etc. 
Telescopes,    astronomic    and 

engineer's. 
Tents. 

Testers,  heat. 
Thawers,  dynamite. 
Timing  devices. 
Tongs. 
Tools. 

Torches,  gas  blow. 
Transits. 

Trays,  wood  and  metal. 
Trees,  coat. 
Triangles. 
Tripods,      iron       (see      also 

stands). 
Troughs. 
Trowels. 
Trucks. 
Trunks. 
Tubs. 

Tumblers,  spur,  etc. 
Tunnels,  adjustable-top. 
Typewriters. 
Typewriter  swinging  shelves. 

Viscosimeters. 
Vises. 

Volt  boxes. 
Voltmeters. 

Wagons,    road     (buckboards, 

carts,   etc. ) . 
Watches. 
Wattmeters. 
Weights. 
Wet  pans. 
Wheelbarrows. 
Wheels    (iron). 
Wire,  platinum,  over  ^  mm. 
Wrenches. 

Yard  and  meter  sticks. 


EXPENDABLE  PROPERTY. 


Acids,  hydrochloric,  nitric, 
sulphuric,  etc. 

Alcohol. 

Apparatus,  glass,  chemical. 

Bags,  paper,  jute,  cotton, 
rubber. 

Bandages,  cotton,  gauze,  tri- 
angular. 

Bolts,  iron,  copper. 


Borax. 

Burners,  lamp. 

Bottles    (glass). 

Cable,  wire. 

Boxes,   packing. 

Candles. 

Bowls. 

Cannon. 

Brooms. 

Canvas. 

Brushes. 

Cartridges,      potash, 

Bulbs     (inflation, 

flashlight,        changeable. 

incandescent). 

Cases,  pillow. 

Burlaps. 

Cement. 

inter- 


PROPERTY. 


71 


Casseroles. 

Laces. 

Rope. 

Chains. 

Lampblack. 

Sacks,    grain,    specimen,   etc. 

Chamois. 

Lead. 

Salt,  stock,  table. 

Chimneys,  lamp,  lantern. 

Leather. 

Sapolio. 

Cloth,  oil,  signal,  table,  trac- 

Lifters, stove. 

Saucers. 

ing,  etc. 

Lumber. 

Screws. 

Cord. 

Lye. 

Sheets. 

Collars,  horse. 

Maps. 

Soap. 

Cotton,  absorbent. 

Matcties. 

Soda,  washing. 

Crash,  kitchen. 

Medicine. 

Solder. 

Crockery. 

Mops. 

Spikes. 

Cups  and  saucers. 

Nails. 

Sponges. 

Dishes,  table. 

Napkins. 

Staples. 

Drills,  less  than  J-inch. 

Oil,  coal. 

Stationery. 

Engraving  supplies. 

Packing,   oxygen,    engine, 

Straps. 

Files,  metal,  machinists's. 

dynamo. 

Subsistence. 

Forage    (hay,   grain,   etc.). 

Paint. 

Tablecloths. 

Fuel. 

Paper,      tracing,      wrapping, 

Tacks. 

Fuses. 

etc. 

Tags. 

Gaskets. 

Photographic  supplies. 

Thread. 

Globes,  lantern. 

Pillow  cases. 

Tin. 

Glue. 

Pipe,  stove. 

Towels,  dish,  face,  etc. 

Handles,   ax,   hammer. 

Plates. 

Tubing  (flexible). 

Hasp  and  staple. 

Platters. 

Turpentine. 

Hinges. 

Powder,  blasting. 

Twine. 

Hose. 

Pumice. 

Washers. 

lodoform. 

Reducers,  hose  and  tank. 

Wax. 

Iron    (for  repairs). 

Rings. 

Wicks. 

Laboratory  supplies. 

Rivets. 

Wire. 

LIST    OF    STATIONERY    AND    MISCELLANEOUS    SUPPLIES    PROCUR- 
ABLE  ON   REQUISITION. 


Baskets,  desk,  waste,  etc. 

Blotters,  desk,  hand. 

Bristol  board. 

Brooms,  floor  and  whisk. 

Brushes,  paste,  typewriter,  etc. 

Brushes,  hand,  hair. 

Buckets. 

Cardboard. 

Clips. 

Chamois. 

Combs  and  brushes. 

Copying  book,  pen  carbon. 

Crayons,  wax. 

Cuspidors. 

Dater,  band. 

Drawing  ink,  Higgins's. 

Dustpans. 

Envelopes,    azure    cloth-lined,    nianila, 

white,  various  sizes. 
Erasers,  rubber  and  steel. 
Files,  bill,  box,  pasteboard. 
Finger  shields. 
Folders,  paper. 
Glue. 
Hones. 


Ink.  drawing,  fountain-pen,  writing, 
for  numbering  machines  and  stamp 
pads. 

Inkstands,  desk. 

Labels,  gummed. 

Mail  openers. 

Matches. 

Mops  and  handles. 

Mucilage  ami  mucilage  cups. 

Oil  for  typewriters. 

Oilers. 

Pads  for  desks. 

Pads  for  rubber  stamps. 

Paper,  adding-machine,  blotting,  car- 
bon, cross  section,  manila,  manu- 
script, mimeograph,  note,  tissue, 
typewriter. 

Paper  fasteners,  "  O.  K.,"  "  Easy-on," 
pinch,  "  Bulldog,"  etc. 

Paper  weights. 

Paste,  in  tubes,  in  jars. 

Pencils,  various  kinds  (black  and  col- 
ored ) . 

Pencil-point  protectors. 

Penholders,  plain,  drawing,  K.  &  E. ; 
solid  rubber,  Xos.  1,  2,  3. 


72  MANUAL  OF  REGULATIONS. 

Pen  racks  and  trays.  Sponges  and  cups. 
Pens,  assorted ;  drawing,  Gillett.  Stenographer's  notebooks,  pen  and  pen- 
Pins,  in  pyramids,  in  boxes.  cil. 
Post  cards,  plain.  Tablets,  writing. 
Press  copy  books.  Tacks. 
Rubber  bands.  Tags,,  linen. 
Rulers,  12-inch  to  24-inch,  rubber  and     Tape,  red. 

wood.  Thumb  tacks. 

Sandpaper  pencil  pointers.  Tumblers. 

Sealing  wax.  Twine,  large  and  small. 

Shears.  Typewriter  ribbons. 
Soap,  toilet  and  scrubbing. 


CORRESPONDENCE. 

REFERENCE   OF   LETTERS. 

Official  correspondence  received  at  the  Washington  office  of  the 
bureau  is  opened  in  the  section  of  mails  and  files  and  referred  to  the 
proper  division,  section,  or  field  station  for  attention. 

Communications  which  show  that  there  has  been  previous  corre- 
spondence on  the  same  subject  are  placed  in  a  folder  with  that  cor- 
respondence before  reference,  in  order  that  the  necessary  information 
or  data  may  be  at  hand  for  framing  an  intelligent  and  prompt  reply. 
The  entire  correspondence  is  then  charged  on  a  special  charge  slip 
to  the  person  receiving  it. 

Letters  for  reference  to  field  officers,  when  no  special  instructions 
or  extended  remarks  are  necessary,  should  be  accompanied  by  refer- 
ence slips  (Form  6-12d)  giving  the  date,  name  of  writer,  subject,  and 
purpose  for  which  the  letter  has  been  referred,  a  duplicate  being 
retained  as  a  memorandum  of  the  reference.  All  letters  referred  out- 
side of  the  Washington  office  should  receive  prompt  attention,  and 
in  every  case  delays  should  be  avoided. 

PREPARATION  OF  REPLIES. 

Correspondence  with  congressional  committees  or  with  heads  of 
departments  of  the  Government,  estimates  for  Congress,  or  communi- 
cations relating  to  the  broader  matters  of  departmental  policy,  shall 
be  conducted  through  the  office  of  the  Secretary  of  the  Interior, 
unless  the  policy  under  consideration  has  already  been  determined  by 
him,  when  the  letters  should  be  prepared  for  the  signature  of  the 
director  and  in  accordance  with  the  Secretary's  decision. 

All  correspondence  stamped  or  marked  "  Prepare  reply  for  Sec- 
retary's signature,"  or  "  P.  E.  S.,"  must  be  answered  within  48  hours, 
and  should  the  preparation  of  a  full  reply  within  that  time  be  impos- 
sible or  impracticable,  the  receipt  of  the  letter  must  be  acknowledged 
and  the  statement  made  that  a  full  reply  is  being  prepared  and  will 
be  forwarded  at  the  earliest  opportunity.  Each  letter  prepared  for 
departmental  signature  must  be  accompanied  by  two  carbon  copies, 
together  with  the  original  inquiry,  one  carbon  copy  to  be  initialed 
by  the  director  or  assistant  director  and  the  other  to  be  left  blank  for 
authentication  and  return  to  bureau  files  with  the  original  inquiry. 
When  a  letter  relates  to  more  than  one  bureau  or  person,  addi- 
tional carbon  copies  should  be  made.  An  additional  carbon  copy 

73 


74  MANUAL   OF   REGULATIONS. 

should  also  be  made  and  forwarded  with  each  report  on  public  bills 
to  the  Committee  on  Public  Lands.  In  each  case  where  extra  carbons 
are  made,  the  name  of  the  bureau  or  person  for  whom  they  are  in- 
tended should  be  indicated  on  the  carbon. 

Official  mail  intended  for  signature  by  the  Secretary,  if  it  be  more 
than  two  pages  in  length,  should  bear  on  its  face  a  brief  typewritten 
abstract  of  the  contents,  stating  briefly  the  nature  of  the  communi- 
cation and  to  whom  it  is  addressed,  followed  by  a  paragraph  stating 
in  direct  and  succinct  style  the  salient  point  or  points  covered  by  the 
communication.  If  there  is  anything  in  the  communication  which 
requires  immediate  action,  that  fact  should  be  indicated  in  a  con- 
cluding paragraph. 

When  a  letter  is  referred  to  the  bureau  by  a  Member  of  Congress 
the  reply  to  this  letter  should  contain  a  statement  that  the  action 
taken  is  at  the  Member's  request.  If  the  referred  letter  is  request  for 
publications,  the  reply  should  state  that  they  are  sent  at  the  Member's 
direction.  In  every  case  the  Member  of  Congress  should  be  informed 
of  the  action  taken  by  the  bureau  in  compliance  with  his  request. 

DATES. 

In  dating  a  letter  the  month  should  not  be  abbreviated,  but  should 
be  written  in  full :  and  figures  only  should  be  used  for  the  day  of  the 
month  and  year,  for  example,  "  March  4, 1913,"  not  "  Mar.  4th,  1913." 
On  letters  for  departmental  signature  the  date  line  should  be  left 
blank. 

ADDRESSES. 

When  the  name  and  address  occupy  more  than  two  lines  they 
should  be  single  spaced ;  if  only  two  lines  are  required,  these  should 
be  double  spaced.  The  prefix  "  Mr."  should  be  used  in  preference  to 
the  suffix  "  Esq."  Scholastic  degrees  and  official  titles  should  be 
abreviated  when  used  in  addresses,  but -titles  of  high  rank,  such  as 
"President"  and  "Governor,"  should  not  be  abbreviated.  "Prof." 
may  be  used  before  the  name  of  any  person  occupying  a  chair  in  a 
university  or  other  educational  institution.  The  prefix  "Hon." 
should  be  employed  when  addressing  Members  of  Congress  and  the 
higher  Government  and  State  officials.  The  President  should  be  ad- 
dressed, "  The  President " ;  the  Secretary  of  a  department,  as  "  The 
Honorable  the  Secretary  of  -",  using  two  lines.  Senators 

should  be  addressed  as  "Hon.  -  — ,  United  States  Senate";  and 
Representatives  as  "Hon.  -  — ,  House  of  Representatives,"  when 
in  Washington.  Addresses  in  diplomatic  correspondence  should  ap- 
pear as  given  in  the  "  Diplomatic  List "  issued  from  time  to  time  by 
the  State  Department,  or  as  given  in  the  Congressional  Directory. 

Correspondence  with  the  various  Government  bureaus  should  in- 
variably be  addressed  to  the  chief  of  the  bureau  concerned,  the  desig- 


COKRESPONDENCE.  75 

nation  of  the  bureau  chief  to  be  stated  in  the  first  line  and  the  name 
of  the  bureau  on  the  second  line.  In  intrabureau  correspondence 
the  address  will  be  omitted  and  the  various  officers,  wherever  pos- 
sible, addressed  by  title. 

Employees  assigned  to  regular  or  temporary  duty  in  the  field  are 
requested  to  keep  both  the  Washington  office  and  their  field  head- 
quarters informed  promptly  of  every  change  of  address,  so  they  may 
be  reached  promptly  by  letter  or  telegram.  Many  employees  have 
been  derelict  in  this  regard,  and  have  thereby  caused  much  trouble 
and  annoyance  by  inability  to  reach  them  promptly  when  important 
matters  have  arisen.  Each  employee  traveling  on  official  duty  should 
provide  himself  with  a  supply  of  address  cards  (Form  6-27).  and 
fill  out  and  forward  both  his  mail  and  telegraph  address  on  these 
cards  promptly.  He  should  also  promptly  inform  the  postmasters 
of  his  forwarding  address  whenever  a  change  from  one  city  to  an- 
other is  made ;  form  1-044  may  be  used  for  this  purpose. 

SALUTATIONS. 

The  formal  salutations  "  Sir,"  "  Gentlemen,"  and  "  Madam,"  should 
be  used  only  in  letters  of  a  distinctly  formal  character.  For  ordinary 
correspondence  the  usual  salutations  should  be  "  Dear  Sir,"  "  My 
dear  Sir,"  "Dear  Madam,"  or  "My  dear  Madam,"  and  "My  dear 
Mr.  -  — ,"  if  the  person  is  known  to  the  signer  or  has  had  previous 
correspondence  with  him.  Letters  to  bureau  chiefs  should  have  the 
salutation  "  My  dear  Mr.  -  — ."  The  stenographer  is  expected  to 
use  discretion  in  the  application  of  this  rule ;  and ,  in  general,  should 
see  that  the  salutation  corresponds  to  that  of  the  original  letter ;  for 
example,  a  letter  addressed  to  "  My  dear  Mr.  Holmes,"  should  be 
answered  with  the  salutation  "  My  dear  Mr.  -  — ." 

In  letters  for  the  signature  of  the  Secretary  the  salutation  should 
be  as  follows:  For  Senators,  "My  Dear  Senator";  for  Representa- 
tives, "  My  Dear  Mr.  -  — ." 

BODY    OF    LETTER. 

The  preliminary  sentence  in  a  reply  should  usually  refer  to  the 
date  of  the  original  letter  to  which  reply  is  made,  stating  the  month 
by  name,  and  not  by  "  instant,"  "  ultimo,"  or  "  proximo."  It  should 
also  contain  a  reference  to  any  file  numbers,  initials,  etc.,  to  which 
the  attention  of  the  addressee  of  the  original  letter  has  been  called. 

The  subject  of  a  letter  always  should  be  stated  concisely  and 
accurately  in  the  opening  paragraph  of  the  letter;,  and,  unless 
absolutely  impracticable,  every  letter  should  be  devoted  to  a  single 
subject,  as  the  bureau's  correspondence  is  filed  and  handled  specifi- 
cally under  individual  cases  or  subjects.  When  more  than  one  sub- 


76  MANUAL   OF   REGULATIONS. 

ject  must  be  included  in  a  letter,  carbon  copies  covering  each  subject 
should  be  forwarded  for  cross-reference  purposes.  The  following  are 
approved  examples  of  beginnings  and  methods  of  stating  subjects: 

In  reply  to  your  letter  of  July  1  (file  No.  4G-LHR)  regarding  *  *  *. 

The  bureau  is  in  receipt  of  your  letter  of  August  2,  concerning  *  *  *. 
In  reply  to  your  letter  of  July  3,  in  reference  to     *     *     *. 

In  response  to  your  letter  of  July  3,  asking  for  information  on  *  *  *. 

The  body  of  a  brief  letter  should  be  double  spaced ;  but  when  a 
letter  that  would  require  more  than  one  page  as  a  double-spaced  letter 
can  be  written  on  one  page  as  a  single-spaced  letter,  single  spacing 
should  be  used.  In  all  cases  of  a  letter  running  over  to  a  second  page, 
the  stenographer  should  see  that  the  second  page  contains  at  least 
two  lines,  exclusive  of  the  closing  phrase.  Quoted  statements  or  ex- 
tracts in  the  body  of  a  letter,  when  of  any  considerable  length,  should 
invariably  be  single  spaced,  and  indented  from  the  left-hand  writing 
margin. 

MARGINS. 

A  margin  of  about  an  inch  and  a  quarter  or  not  too  wide  to  allow 
the  address  to  come  too  far  to  the  right  and  be  concealed  in  the  open- 
faced  envelopes  should  be  allowed  on  the  side  of  all  letters  and  a 
space  of  not  less  than  2  inches  on  the  top  of  each  page  of  letters  or 
documents.  Letters  and  documents  should  be  paged  at  the  bottom 
of  the  page  in  the  center. 

PARAGRAPHING. 

A  new  paragraph  should  be  made  at  every  change  of  the  subject 
or  at  the  introduction  of  a  new  phase  of  the  same  subject.  Para- 
graphs should  begin  about  8  or  10  spaces  on  the  typewriter  scale 
from  the  left-hand  writing  margin  of  the  letter. 

PUNCTUATION. 

Sufficient  punctuation  should  be  used  to  make  the  text  clear,  care 
being  taken  not  to  omit  necessary  punctuation  marks  nor  to  carry 
punctuation  to  extremes. 

CAPITAL    LETTERS. 

Capitalize  geographic  names  such  as  "  River,"  "Bay,"  "  Island," 
and  also  "  State,"  "  County,"  etc.,  when  used  with  a  proper  name, 
and  "  Street "  and  "Avenue  "  in  addresses. 

COMPLIMENTARY  CLOSING. 

The  closing  phrase  should  conform  to  the  character  of  the  saluta- 
tion. The  closing  phrase  for  formal  letters  should  be  "  Very  respect- 


CORRESPONDENCE.  77 

fully,"  or  "  Respectfully " ;  but  for  ordinary  correspondence  the 
forms  "  Very  truly,  yours,"  "  Sincerely,  yours,"  "  Cordially,  yours," 
etc.,  are  preferable.  In  interbureau  correspondence  the  compli- 
mentary closing  should  be  "  Sincerely,"  and  in  interdepartmental 
bureau  correspondence,  "  Very  truly,  yours."  In  letters  to  be  signed 
by  the  Secretary,  the  complimentary  closing  should  be  "  Cordially, 
yours." 

SIGNATURES    AND    TITLES. 

A  letter  that  relates  to  work  for  or  with  another  bureau  of  the 
Government  should  be  prepared  for  the  signature  of  the  director 
(and  in  his  absence  for  the  signature  of  the  acting  director),  unless 
it  relates  to  work  already  initiated  or  approved  by  the  director,  or 
is  of  a  more  or  less  routine  character  dealing  with  tests  and  investi- 
gations for  the  benefit  of  the  bureau  concerned.  Correspondence  of 
this  latter  class  shall  be  prepared  for  the  signature  of  the  assistant 
director. 

The  title  of  the  signing  officer  in  intrabureau  correspondence 
should  be  left  blank,  but  in  letters  to  outside  parties  and  to  Govern- 
ment bureaus  the  title  "  Director,"  "Assistant  Director,"  or  other 
signing  officer,  is  to  appear  below  and  to  the  right  of  the  compli- 
mentary closing,  sufficient  space  being  left  for  the  signature.  In 
correspondence  prepared  for  the  signature  of  the  Secretary  the  word 
"  Secretary  "  should  be  omitted. 

PREPARING  CORRESPONDENCE   FOR  SIGNATURE. 

After  a  letter  is  written,  the  stenographer  will  attach  with  a  clip 
the  original  and  the  carbon  copy  to  the  letter  to  which  it  is  a  reply, 
in  such  manner  that  the  carbon  copy  will  extend  about  an  inch 
below  the  original  to  permit  initialing  and  easy  separation. 

TRANSMITTING   CORRESPONDENCE   FOR   SIGNATURE. 

After  the  correspondence  is  completed  by  the  divisions  and  sec- 
tions it  should  be  forwarded  to  the  mails  and  files  section  for  checking 
of  addresses,  typographic  errors,  etc.,  and  to  insure  that  the  letters 
are  prepared  in  accordance  with  the  regulations. 

INITIALS. 

The  autograph  initials  of  the  author  should  appear  in  the  lower 
left-hand  corner  of  the  carbon  copy,  and  the  typewritten  initials  of 
the  stenographer  and  dictator  should  be  placed  in  the  upper  right- 
hand  corner  of  the  carbon  copies  of  all  official  correspondence.  The 
initials  of  the  bureau  officials  are  to  be  placed  in  the  lower  left-hand 
corner  of  the  carbon  copy  in  letters  prepared  for  the  Secretary's  sig- 
nature. 


78  MANUAL  OF   REGULATIONS. 

USE  OF  SPECIAL  SLIPS. 

Slips  containing  the  word  "  Special "  (Form  1-045)  should  be  used 
with  rush  letters — that  is,  letters  demanding  immediate  consideration 
because  of  some  exigency  requiring  that  they  be  immediately  placed 
in  the  mail.  Letters  to  which  such  slips  are  attached  shall  be  acted 
upon  in  advance  of  all  other  mail. 

USE  OF  BED  TAGS. 

All  persons  charged  with  the  preparation  of  correspondence  for 
signature  are  instructed  to  attach  red  tags,  which  may  be  obtained  on 
requisition,  to  all  letters  relating  to  questions  of  policy  not  pre- 
viously approved  by  the  director  or  assistant  director,  and  to  all 
letters  of  an  important  character  that  should  receive  special  consid- 
eration by  the  signing  officer.  The  use  of  these  red  tags  is  designed 
to  bring  to  the  attention  of  the  official  signing  the  communications  all 
matters  of  importance  that  should  receive  special  consideration,  and 
section  chiefs  and  others  are  expected  to  use  discretion  in  employing 
them. 

HANDLING    OF    INCLOSUBES. 

The  use  of  inclosure  slips  has  been  adopted  for  the  purpose  of 
positively  identifying  inclosures  intended  to  accompany  correspond- 
ence. The  abbreviation  "  Incl."  followed  by  a  dash  and  the  num- 
ber appearing  on  the  inclosure  slip,  as  for  example,  "  Incl. — 9968," 
should  be  placed  by  the  stenographer  in  the  lower  left-hand  corner 
of  the  letter.  The  inclosure  slip  should  then  be  pinned  or  clamped 
to  the  inclosure,  so  that  it  may  not  become  readily  separated  there- 
from. Form  1-03 8a  should  be  used  for  all  inclosures  accompanying 
letters  signed  by  the  Secretary. 

Inclosures  of  a  bulky  nature  may  be  detached  from  the  corre- 
spondence and  sent  separately  to  the  mails  and  files  section,  but  it  is 
advisable  to  attach  the  inclosure  to  the  outgoing  letter,  when  prac- 
ticable, to  facilitate  handling. 

MAILING. 

After  signature,  all  letters  and  papers  should  go  to  the  proper 
section  for  removal  of  carbon  copies,  checking  signatures  and  in- 
closures, and  for  mailing.  When  letters  are  mailed  direct  by  a 
division  or  section,  the  carbon  and  retained  papers  should  be  sent 
promptly  to  the  proper  section  for  filing. 

For  transmitting  letters  and  papers  between  the  Washington 
office  and  the  field  stations,  the  large  printed  manila  envelopes,  sizes 
1 5  by  10  inches  and  12 J  by  9  inches,  should  be  used  in  preference  to  a 
number  of  the  smaller  envelopes.  For  less  bulky  papers  use  the 


CORRESPONDENCE.  79 

bulletin-size  envelopes,  size  10J  by  6J  inches.  Letters  from  field 
offices  for  signature  should  always  be  sent  in  the  large  manila  en- 
velopes unfolded.  In  general  correspondence  and  for  single  letters 
in  bureau  correspondence,  the  open-face  envelopes  should  be  used 
whenever  the  No.  9  printed- address  envelopes  are  not  applicable.  It 
is  not  necessary  to  attach  open-face  envelopes  to  letters  to  be  signed 
by  officials  in  Washington.  For  foreign  correspondence  the  regular 
No.  9  envelope  should  be  used  and  addressed  by  the  stenographer 
and  not  the  open-face  envelope.  It  is  the  stenographer's  duty  to 
address  all  envelopes  that  require  addressing. 

FORWARDING  MAIL. 

All  mail,  whatever  its  class,  addressed  to  persons  in  the  United  States 
service  (civil,  military,  or  naval),  serving  in  the  United  States  or  any  of  its 
possessions,  or  en  route  to  or  from  the  United  States  or  any  of  its  possessions, 
whose  change  of  address  is  caused  by  official  order,  shall  be  transmitted 
as  rapidly  as  possible  until  it  reaches  the  addressee;  *  *  *  and  no  addi- 
tional postage  shall  be  required  therefor.  (Sec.  595,  Postal  Laws  and  llegu- 
lations.) 

Form  1-044  may  be  used  to  request  postmasters  to  forward  mail. 

In  order  to  insure  proper  delivery  without  payment  of  additional 
postage  of  second,  third,  and  fourth  class  matter  addressed  to  em- 
ployees as  above,  the  envelope  or  package  should  bear  the  words 
"  Change  of  address  due  to  official  orders,"  either  in  writing  or  by 
use  of  a  rubber  stamp. 

OFFICIAL  MAIL. 

The  law  provides  that  there  may  be  transmitted  through  the  mail 
in  penalty  envelopes  or  under  penalty  labels  any  letters,  packages,  or 
other  matter  relating  exclusively  to  the  business  of  the  United  States. 

The  law  also  provides  that  whoever  shall  make  use  of  any  official 
envelope,  label,  or  indorsement  authorized  by  law,  to  avoid  the  pay- 
ment of  postage  or  registry  fee  on  his  private  letter,  packet,  package, 
or  other  matter  in  the  mail,  shall  be  fined  not  more  than  $300. 

Official  matter  partaking  of  the  characteristics  of  fourth-class  mail, 
weighing  not  in  excess  of  the  limit  of  weight  prescribed  for  fourth- 
class  matter,  when  presented  under  a  penalty  envelope  or  label,  will 
be  accepted  for  mailing  at  any  post  office. 

No  article,  package,  or  other  matter  is  admitted  to  the  mails  under 
a  penalty  privilege  unless  such  article,  package,  or  other  matter  is 
entitled  to  admission  to  the  mails  under  laws  requiring  payment  of 
postage. 

In  order  that  bureau  employees  may  not  include  matter  of  the 
first,  second,  or  third  class  in  envelopes  or  packages  to  be  transmitted 


80  MANUAL  OF   REGULATIONS. 

by  parcel  post,  and  thereby  subject  such  matter  to  rejection  by  the 
postmasters,  the  following  outline  of  classification  of  mail  is  given : 

First  class:  Letters,  postal  cards,  and  all  matter  wholly  or  partly 
in  writing;  limit  of  weight,  4  pounds. 

Second  class :  Newspapers  and  periodicals  mailed  by  the  publisher. 

Third  class:  Books  (only  until  Mar.  16,  1914),  circulars,  and 
other  matter  wholly  in  print,  proof  sheets,  corrected  proof  sheets,  and 
manuscript  copy  accompanying  the  same ;  limit  of  weight,  4  pounds, 
except  for  printed  matter  mailed  at  Washington,  D.  C. 

Fourth  class  (parcel  post)  :  All  other  matter,  including  farm  and 
factory  products,  and  books  not  now  embraced  by  law  in  either  the 
first  (or)  second  class,  or  (with  the  exception  of  books,  in  the)  third 
class,  not  exceeding  (50)  pounds  in  weight  (when  mailed  for  de- 
livery within  the  first  and  second  zones,  nor  exceeding  20  pounds  in 
weight  when  for  delivery  in  any  of  the  other  zones),  nor  greater  in 
size  than  72  inches  in  length  and  girth  combined,  nor  in  form  or  kind 
likely  to  injure  the  person  of  any  postal  employee  or  damage  the 
mail  equipment  or  other  mail  matter,  and  not  of  a  character  perish- 
able within  a  period  reasonably  required  for  transportation  and 
delivery. 

Whenever  such  action  is  possible,  such  articles  weighing  over  4 
pounds  as  are  fourth-class  matter  should  be  sent  by  parcel  post  under 
Government  penalty  label,  instead  of  by  express.  Before  such  arti- 
cles are  mailed  there  should  be  reasonable  certainty  that  they  are 
mailable  by  parcel  post. 

REGISTERED  MATTER. 

Official  registration  labels  (Form  6-34)  have  been  provided  for 
use  both  at  Washington,  D.  C.,  and  at  places  outside  of  Washington 
where  official  matter  is  registered. 

When  official  matter  is  mailed  elsewhere  than  at  Washington, 
D.  C.,  the  use  of  these  envelopes  and  labels  does  not  permit  the  free 
registration  of  the  mail  writh  which  they  are  used.  Government 
officers  located  at  Washington,  D.  C.,  whose  official  mail  may  be 
registered  free  there,  under  the  above  statutes,  may  have  such  mail 
registered  free  elsewhere  when  they  are  temporarily  away  from 
Washington,  but  not  those  officers  who  are  permanently  away  from 
that  city  or  who  are  engaged  in  field  service  for  their  respective 
departments.  Matter  entitled  to  free  registration  by  officers  or 
employees  of  the  Government  temporarily  absent  from  Washington 
should  be  indorsed  over  their  signatures  with  the  words  "  Tempo- 
rarily absent  from  Washington,  D.  C."  It  will  therefore  be  neces- 
sary for  the  field  stations  to  place  on  the  envelopes  and  labels  the 
necessary  postage. 

All  classes  of  official  mail  matter  can  be  registered. 


CORRESPONDENCE.  81 

INSTRUCTIONS   FOB  STENOGRAPHERS   AND   TYPISTS. 

Good  typewriting  work  is  impossible  unless  typewriters  are  kept 
clean  and  in  good  condition.  Operators  are  expected  to  see  that  the 
working  parts  of  their  typewriters  are  kept  oiled  and  free  from  dust 
and  that  the  type  is  frequently  cleaned  and  kept  in  condition  for 
clear  and  satisfactory  work.  Typewriting  machines  will  be  inspected 
monthly. 

A  black  record  ribbon  should  be  used  for  all  correspondence. 

Letters  to  be  signed  by  the  director  or  acting  director  should  be 
written  on  heavy  bond  paper  with  the  words  "  Office  of  the  Director  " 
printed  in  the  upper  left-hand  corner.  A  lighter  bond  paper  should 
be  used  for  letters  prepared  for  the  signature  of  the  assistant  director 
and  for  correspondence  between  divisions,  sections,  and  field  offices. 
Care  should  be  taken  that  the  same  grade  of  paper  is  used  for  all 
pages  of  the  same  letter. 

EMPLOYEES'    PERSONAL    MAIL. 

Employees  occupying  permanent  headquarters  are  requested  to 
have  their  personal  mail,  and  especially  newspapers  and  periodicals, 
sent  to  their  home  addresses  instead  of  to  the  bureau.     This  refers  to 
all  mail  of  the  above  class,  whether  solicited  or  unsolicited. 
63485—15 6 


PUBLICATIONS. 

CLASSES. 

The  Bureau  of  Mines  issues  four  classes  of  publications,  as  fol- 
lows: Annual  reports,  bulletins,  technical  papers,  and  miners' 
circulars. 

The  annual  reports  deal  with  the  purpose  of  the  bureau's  investi- 
gations, the  conduct  of  these  investigations,  and  the  progress  made. 
The  bulletins  present  the  more  detailed  and  permanent  results  of 
the  different  inquiries  and  investigations.  Technical  papers  con- 
tain preliminary  statements  regarding  investigations  in  progress 
or  the  results  of  studies  and  inquiries  incidental  to  such  investiga- 
tions. Miners'  circulars  are  intended  chiefly  for  popular  reading. 
They  deal  especially  with  the  prevention  of  mine  accidents,  with 
mine  rescue  and  first-aid  equipment  and  methods,  and  with  other 
matters  of  general  interest  to  men  actually  engaged  in  mining. 

Before  beginning  the  preparation  of  a  report  for  publication  an 
author  should  note  the  distinguishing  features  of  the  four  classes 
of  publications.  Also,  he  should  bear  them  in  mind  while  writing 
the  report.  In  case  the  author  has  doubts  as  to  the  proper  classifi- 
cation of  his  report  he  should  consult  his  division  chief.  In  case  a 
report  does  not  clearly  belong  to  the  particular  class  designated  by 
its  author,  it  will  be  assigned  to  its  proper  class  by  the  editorial 
section.  In  case  this  assignment  is  not  approved  by  the  author  and 
his  division  chief,  a  final  decision  in  the  matter  will  be  made  by  the 
director  or  assistant  director. 

GENERAL    INSTRUCTIONS    REGARDING    PREPARATION    OF 
PUBLICATIONS. 

Authors  should  take  pains  to  have  all  copy  properly  prepared. 
Every  report  submitted  for  publication  should  be  typewritten  on 
letter  paper  (preferably  sheets  8  by  10J  inches)  of  ordinary  thick- 
ness. Thin  manifold  paper  is  not  acceptable,  and  reports  written 
on  such  paper  may  be  returned  to  the  author  for  the  preparation  of 
suitable  copy.  The  author  should  have  one  or  more  carbon  copies 
of  his  manuscript  made,  but  should  always  transmit  the  original, 
not  the  carbon  copy.  It  is  important  that  the  typewriting  should  be 
on  only  one  side  of  the  paper.  Copy  should  never  be  typewritten 
"  solid,"  not  even  extracts  from  other  publications.  All  matter 
should  be  triple  spaced,  except  extracts,  which  should  be  double 
82 


PUBLICATIONS.  83 

spaced.  Authors  should  remember  that  it  is  far  more  important  to 
leave  ample  room  for  changes,  corrections,  or  notations  than  to  fill 
a  sheet  completely  with  writing ;  hence  a  margin  of  at  least  1^  inches 
should  be  left  down  one  side  of  the  sheet  and  a  space  of  at  least  one 
line  at  the  bottom.  Sheets  or  strips  of  paper  should  not  be  pasted 
together  to  form  sheets  longer  than  letter  size. 

In  preparing  tables,  authors  should  take  the  same  precautions  to 
leave  room  for  changes,  corrections,  or  marginal  notes  as  in  the 
preparation  of  the  text.  Tables  may  be  prepared  on  sheets  of  any 
size  that  can  be  conveniently  handled,  but  it  is  not  necessary  that 
all  of  a  table  should  appear  on  one  sheet,  and  the  handling  of  copy 
will  in  many  cases  be  facilitated  by  preparing  all  tables  in  sections 
on  several  sheets.  Copy  for  bibliographic  and  similar  work  may  be 
written  on  cards,  either  typewritten  or  long  hand  in  ink.  Pencil 
notes  on  cards  will  not  be  accepted  as  copy. 

After  the  author  has  completed  the  final  revision  of  his  manu- 
script, he  should,  before  transmitting  a  copy,  number  the  pages  con- 
secutively, including  any  material  written  on  cards.  Drawings  or 
photographs  intended  as  copy  for  illustrations  should  not  be  inserted 
in  the  text  but  should  be  kept  distinct  from  the  manuscript.  If  a 
manuscript  is  to  be  mailed  it  should  be  kept  flat  and  never  folded  or 
rolled.  Material  for  illustrations  should  be  sent  in  such  manner  as 
will  best  prevent  damage.  Photographs  or  small  drawings  should 
be  sent  flat  in  secure  envelopes  or  packages.  Large  drawings  and 
blue  prints  should  be  rolled  and  sent  in  mailing  tubes. 

An  editor  is  expected  to  make  no  changes  in  the  manuscript  that 
will  change  the  author's  meaning,  so  far  as  this  is  determinable  from 
the  context.  Only  such  changes  will  be  made  as  will  correct  or  im- 
prove the  author's  English,  and  make  his  statements  more  clear  to 
the  intended  readers.  Editorial  changes  are  interlined  in  pencil  or 
indicated  in  marginal  notes  or  on  attached  slips  of  paper.  The 
editor  will  also  call  the  author's  attention,  by  query  or  note,  to  any 
statements  that  seem  to  be  misleading  or  contradictory  or  incorrect. 

Manuscript  corrected  by  the  editor  will  be  returned  uncopied  to  the 
author  for  his  approval  or  other  comment.  Pages  bearing  many 
revision  changes  should  be  recopied,  but  the  old  copy,  in  addition  to 
the  new,  should  be  returned  to  the  editor  who  will  see  that  the  manu- 
script is  in  proper  form  for  approval  by  the  director  or  assistant 
director  and  for  transmittal  to  the  department  for  printing. 

Inasmuch  as  a  department  regulation  prohibits  extensive  changes  in 
proof,  it  is  expected  that  manuscript  will  be  in  shape  for  publication 
when  sent  to  the  department.  It  is  therefore  expected  that  few 
alterations  will  be  necessary  in  galley  proof,  and  that  no  changes  by 
the  author  will  be  necessary  in  page  proof. 


84  MANUAL   OP   REGULATIONS. 

Manuscripts  will  usually  be  given  the  following  rank  in  order  of 
editing:  (1)  miners' circulars,  (2)  technical  papers,  (3)  bulletins. 

Manuscripts  that  are  accurate  in  statement,  logically  arranged,  and 
written  in  a  clear,  concise  style  will  be  given  precedence  over  those 
that  have  been  prepared  with  less  care. 

DETAILED    INSTRUCTIONS    RELATIVE    TO    PREPARATION    OF 

REPORTS. 

To  prepare  a  good  report  is  not  a  task  that  requires  special  train- 
ing or  literary  talent,  but  it  does  require  clear  thinking,  command  of 
the  subject,  and  the  taking  of  pains  to  express  all  ideas  plainly. 

An  author  should  never  begin  writing  a  paper  for  publication  until 
he  has  familiarized  himself  with  the  general  features  of  that  class 
of  Bureau  of  Mines  reports  in  which  he  wishes  his  report  to  be 
included.  It  is  of  the  utmost  importance  that  he  give  careful  con- 
sideration to  the  arrangement  and  order  of  his  statements,  and  for 
this  reason  he  should  prepare  a  scheme  of  headings  and  subheadings 
for  his  report  before  he  begins  work  on  the  text. 

METHOD  OF  WRITING. 

Before  the  author  starts  to  write  his  report  he  should  be 
thoroughly  familiar  with  the  results  of  the  investigation  to  be  de- 
scribed, should  have  carefully  studied  any  samples  that  are  to  be 
described,  and  should  have  ready  the  photographs  or  drawings  that 
are  to  be  used  for  illustrations.  He  should  also  have  assorted  and 
classified  his  notes  and  other  material  in  such  manner  that  he  can 
readily  refer  to  them,  and  preferably  should  have  grouped  the  mate- 
rial according  to  the  general  scheme  of  divisions  and  subdivisions 
of  his  report.  One  thing  an  author  should  studiously  avoid  is  dictat- 
ing a  report  from,  notes  or  from  memory  without  careful  regard  to 
the  scheme  to  be  followed,  and  without  having  in  mind  all  the  data 
to  be  discussed  in  the  report.  A  report  thus  dictated  is  practically 
certain  to  be  unsatisfactory  and  to  need  much  revision  if  not  com- 
plete rewriting. 

STYLE. 

Clearness  is  the  most  essential  requisite  in  a  report  dealing  with 
engineering  or  technical  matters.  A  report  may  be  dry  and  unin- 
teresting, but  if  it  is  clear  it  can  fulfill  the  main  purpose  for  which 
it  was  written.  On  the  other  hand,  a  report  may  contain  informa- 
tion of  high  value  or  it  may  represent  an  original  investigation  of 
unusual  merit,  but  if  the  information  and  the  results  of  the  investi- 
gation are  not  presented  clearly,  the  main  purpose  of  the  publica- 
tion is  unfulfilled ;  hence  authors  should  continually  strive  for  clear- 


PUBLICATIONS.  85 

ness  of  statement.     Simple,  direct,  unadorned  sentences  are  prefer- 
able to  niceties  of  rhetorical  balance  or  elaborate  circumlocutions. 

The  author  should  constantly  endeavor  to  put  himself  in  the  place 
of  a  hurried  reader  not  particularly  familiar  with  the  subject  in 
hand.  For  this  reason  the  author  should  avoid  the  use  of  unneces- 
sary words,  phrases,  or  clauses,  and  should  strive  for  conciseness. 
Repetition  of  statement  is  often  necessary  and  should  net  be  avoided 
when  essential  to  clearness,  but  unnecessary  repetition  is  not  to  be 
permitted.  Hence  it  is  highly  important  that  a  scheme  of  headings 
be  prepared  before  the  final  writing  of  a  report  is  begun. 

TABLE  OF   CONTENTS. 

Before  the  author  transmits  a  report  to  his  chief  of  division  or 
other  superior  officer  he  should  see  that  it  contains  a  table  of  con- 
tents and  a  list  of  illustrations.  The  table  of  contents  should  give  the 
literal  wording  of  the  various  headings  and  subheadings  of  the  text. 
It  should  not  contain  titles  of  tables.  The  relative  importance  of 
the  headings  and  subheadings  should  be  indicated  by  suitable  in- 
dention. A  table  of  contents  given  below  shows  how  the  rank  of 
headings  may  be  indicated. 

CONTENTS. 


Page. 

Introduction   5 

Use  of  anthracite  or  coke 6 

Plant  at  Scheveningen,  Holland. 7 

Use  of  bituminous  coal 8 

Plant  at  a  town  in  Wales : 8 

Recovery  of  by-products 9 

Mond-gas  plant  at  Dudley  Port,  England-- 10 

Utilization  of  tar 12 

Progress  in  design  of  small  suction  plants 12 

Plant  at  a  town  in  Germany 13 

Use  of  low-grade  coal 13 

The  Jahns  "ring"  producer 14 

Use  of  brown-coal  briquets 17 

Briquet-burning  gas  producers  at  Fiirstenberg,  Germany 19 

Use  of  peat 21 

Peat  producer-gas  plant  at  Skabersjo,  Sweden 22 

Peat  producer-gas  plant  at  Visby,  Sweden 24 

Preparation  of  peat  at  Visby 25 

Use  of  blast-furnace  or  coke-oven  gas 26 

The  page  numbers  in  the  table  of  contents  should  be  those  of  the 
complete  manuscript  after  its  final  revision  by  the  author  previous 
to  transmission.  The  list  of  illustrations  should  give  the  main  title 
of  each  illustration  as  it  is  given  in  the  text,  but  should  not  contain 


86  MANUAL  OF   REGULATIONS. 

lengthy  explanations  such  as  often  appear  in  titles  of  graphic  charts 
or  of  curves  showing  the  relation  of  the  different  factors  of  a  given 
result.  Both  the  table  of  contents  and  the  list  of  illustrations  should 
be  in  duplicate. 

If  a  report  contains  much  tabular  matter,  a  list  of  the  tables  should 
be  transmitted  with  the  manuscript. 

INTRODUCTION. 

Every  report  should  have  a  brief  introduction  setting  forth  the 
purpose  of  the  investigation  described  and  its  relation  to  the  investi- 
gations that  the  bureau  is  authorized  to  conduct. 

ACKNOWLEDGMENTS. 

The  author  should  give  credit  to  those  who  have  rendered  him  im- 
portant assistance  in  the  conduct  of  the  investigation  he  describes, 
whether  members  of  the  Bureau  of  Mines  or  of  Federal  or  State 
bureaus,  or  in  private  life.  In  particular  an  author  should  acknowl- 
edge the  work  of  previous  investigators  and  should  clearly  show  his 
acquaintance  with  the  literature  bearing  on  his  investigation.  He 
should  avoid  giving  the  casual  reader  the  impression  that  a  similar 
investigation  had  not  been  undertaken  before,  unless  his  investigation 
was  distinctly  original. 

HEADINGS. 

Especial  attention  should  be  given  to  headings.  It  is  not  necessary 
that  the  scheme  followed  should  be  elaborate;  in  fact,  overelaboration 
in  subdividing  the  text  should  be  avoided,  but  the  author  should  see 
that  his  headings  are  precise  and  summarize  the  sections  to  which  they 
apply.  In  most  reports  four  grades  of  headings  suffice.  The  lowest 
grade  employed  may  be  either  an  italic  side  heading  or  a  center 
heading,  but  a  uniform  scheme  should  be  followed  throughout  a 
report.  In  general,  side  headings  apply  to  statements  covered  by  a 
few  sentences.  In  no  case  should  they  be  made  to  apply  to  passages 
over  a  page  in  length.  In  the  text  or  bod}^  of  the  paper,  when  printed, 
the  rank  of  center  headings  will  be  indicated  by  the  use  of  different 
faces  of  type.  The  author  need  not  concern  himself  with  indicating 
the  particular  style  of  type  to  be  used,  as  this  is  a  detail  for  the 
editors,  but  the  author  should  not  transmit  for  publication  a  report 
without  a  table  of  contents  that  clearly  indicates  the  rank  of  the 
headings. 

Appropriate  headings  and  subheadings  tend  to  insure  balance  in 
a  report  and  the  omission  of  headings  may  be  taken  as  evidence  that 
the  author  has  not  given  due  care  to  the  preparation  of  his  manu- 
script. In  general,  the  text  of  each  section  or  other  subdivision  of 


PUBLICATIONS.  87 

the  report  should  be  complete  in  itself;  in  other  words,  reference  to 
a  heading  should  not  be  necessary  to  complete  the  meaning  of  the 
sentence  following  the  heading.  Every  heading  should  contain  a 
substantive. 

PARAGRAPHING. 

Few  details  make  a  report  clearer  or  more  easily  read  than  proper 
paragraphing.  On  the  other  hand,  poor  paragraphing  confuses  the 
reader.  The  author  should  endeavor  to  build  his  paragraphs  around 
a  central  thought,  and  should  avoid  jumbling  unassociated  ideas  in 
one  paragraph.  Mistakes  in  paragraphing  often  involve  the  reset- 
ting of  a  paragraph  and  give  rise  to  new  errors  in  correcting  proof. 

USE  OF  FIRST  OR  THIRD  PERSON. 

An  author  should  be  careful  to  write  his  report  in  the  same  person 
throughout ;  that  is,  he  should  not  refer  to  himself  as  "  I "  and  "  the 
writer  "  in  the  same  report.  Either  the  first  or  the  third  person  may 
be  used,  though,  in  general,  as  the  bureau  is  sponsor  for  the  report, 
the  third  person  is  preferable. 

CROSS   REFERENCES. 

The  author  should  avoid  frequent  cross  references;  moreover,  re- 
peated references  to  "  another  part  of  this  report,  page  — ,"  etc.,  are 
unsatisfactory,  since  they  distract  the  reader's  attention.  It  is  bet- 
ter to  restate  briefly  the  fact  to  which  reference  is  made.  References 
to  pages  by  number  are  especially  undesirable,  because  page  num- 
bers can  be  inserted  only  after  the  report  has  reached  the  stage  of 
page  proof;  and  the  number  of  page-proof  corrections  and  changes 
should  be  as  few  as  possible. 

TABLES. 

Every  table  and  every  chemical  analysis  or  mine  section  given  in 
tabular  form  should  have  a  heading.  Each  statement  of  an  analysis 
or  each  table  of  analyses  should  show  the  name  of  the  analyst.  If  a 
report  contains  many  tables,  their  numbers  and  titles  may  be  sepa- 
rately listed  and  given  on  the  opening  page  of  the  manuscript  to 
follow  the  table  of  contents.  As  a  rule,  only  tables  that  are  of 
especial  importance,  are  over  a  page  in  length,  or  arc  mentioned 
several  times  in  the  text  should  be  numbered.  Arabic,  not  Roman, 
numerals  should  be  used  for  numbering. 

The  preparation  of  tables  may  require  even  more  careful  study 
than  the  preparation  of  the  text.  Tables  have  the  great  advantage  of 


88  MANUAL  OF   REGULATIONS. 

permitting  the  presentation  of  a  great  variety  of  related  facts  in  con- 
cise form ;  hence  they  are  indispensable  in  giving  the  results  of  tech- 
nical investigations.  An  author  should,  however,  avoid  preparing 
tables  that  call  for  greater  care  in  reading  than  the  average  reader 
can  be  expected  to  give ;  in  other  words,  a  table  that  can  be  printed 
on  a  single  page  or  on  two  pages  facing  each  other  is  preferable  to 
a  table  that  occupies  three  or  four  pages,  and  is  far  preferable  to  one 
that  covers  15  or  20  pages.  There  are  occasions,  as  in  compiling 
a  report  covering  a  large  number  of  tests,  when  the  use  of  tables  that 
will  occupy  many  printed  pages  can  not  be  avoided,  but  in  general 
a  table  that  presents  the  facts  in  such  form  that  the  reader  can  take 
them  in  at  a  glance  has  so  many  advantages  that  the  possibility  of 
grouping  the  results  of  an  investigation  and  presenting  these  groups 
in  separate  tables  should  be  given  careful  consideration. 

The  Bureau  of  Mines  has  adopted  certain  styles  of  presenting  re- 
sults in  tabular  form.  These  should  be  observed  by  the  author.  Sec- 
tions of  coal  beds  are  printed  as  follows : 

Section  of  coal  bed  in  Garnsey  mine,  at  Garnsey. 


Section . , 


Laboratory  No . 


3018 


Roof,  hard  shale  or  sandstone: 

Coal 

Mother  coal 

Shale  a 

Coal 

Shale  a 

"  Sulphur  "  and  shale  a 

Coal. 


Floor,  fire  clay: 
Thickness  of  bed . 


Thickness  of  coal  sampled . 


Ft.  in. 
1    9 

I1 

1  0 
9 
2 

1     3 

I   \ 


a  Not  included  in  sample. 

In  tables  of  analyses  or  results  of  tests  Arabic,  not  Roman,  nu- 
merals should  be  used  to  distinguish  the  columns.  When  figures  are 
obviously  percentages  the  term  "  per  cent "  need  not  be  inserted  above 
the  figure  column.  If  chemical  elements  or  compounds  are  desig- 
nated by  both  words  and  symbols,  as  "hydrogen  (H,),"  "sulphide 
of  iron  (FeS),"  the  symbols  should  be  written  within  parentheses, 
as  shown.  The  word  "  Total "  should  not  be  used  to  designate  foot- 
ings in  a  table  if  the  numbers  given  are  obviously  footings. 

In  compiling  tables  the  author  should  observe  a  reasonable  re- 
straint and  avoid  presenting  figures  merely  because  he  has  gathered 
or  deduced  them.  In  other  words,  he  should  not  present  figures  that 
do  not  have  a  direct  bearing  on  the  topic  that  the  table  is  intended 
to  elucidate.  In  particular  he  should  avoid  making  tables  too  large, 
for  reasons  already  stated. 


PUBLICATIONS.  89 

A  careful  study  of  tables  in  published  reports  of  the  bureau  will 
show  the  number  of  figures  that  can  go  in  a  line.  In  making  esti- 
mates it  is  well  to  count  a  rule  as  equal  to  two  figures  in  order  to 
avoid  crowding. 

Every  table  should  have  a  heading. 

It  is  not  necessary  to  have  all  tables  typewritten;  in  fact,  type- 
writing  frequently  introduces  errors  from  overstruck  figures.  Tables 
written  in  longhand,  if  a  good,  black  ink  is  used  and  if  the  writing 
is  distinct  and  the  figures  are  not  crowded,  make  as  acceptable  copy 
as  typewritten  tables. 

It  is  not  necessary  to  number  tables  unless  the  author  intends  to 
refer  to  them  by  number  in  the  text. 

Footnote  references  should  be  made  by  small  letters,  lower  case, 
underscored  for  italic. 

Every  tabular  statement  of  an  analysis  should  show  the  name  of 
the  analyst. 

A  fact  that  the  author  should  constantly  bear  in  mind  is  the  com- 
parative costliness  of  tables.  The  Government  Printing  Office  rate 
for  composition  of  6-point  tables  (in  bureau  publications  practically 
all  tables  in  which  the  columns  are  separated  by  rules  are  printed  in 
6-point  type)  is  about  six  times  that  for  plain  text  in  10-point  type, 
the  size  generally  used.  Moreover,  corrections  in  tables  are  much 
more  expensive  than  are  those  in  plain  reading  matter,  consequently, 
all  figures  in  a  table  should  be  carefully  checked  before  being  sub- 
mitted for  publication,  and  blanks  should  not  be  left  to  be  filled  on 
galley  proof. 

TYPOGRAPHIC    STYLE. 

The  Public  Printer,  by  act  of  Congress,  has  supervision  of  the  style 
of  Government  reports,  and  the  instructions  contained  in  the  Style 
Book  of  the  Government  Printing  Office  are,  with  a  few  minor 
exceptions,  followed  by  the  Bureau  of  Mines.  Authors  must  remem- 
ber that  these  styles  have  precedence  over  others  that  they  may  prefer, 
and  that  deviations  to  suit  individual  preference  can  not  be  per- 
mitted. The  styles  adopted  by  technical  periodicals  in  the  United 
States  or  in  Europe,  or  these  followed  by  editors  of  scientific  societies, 
even  though  such  styles  may  be  excellent  and  in  the  opinion  of  an 
author  far  superior  to  those  used  by  the  bureau,  are  not  to  be  re- 
garded as  precedents  for  departure  from  the  styles  adopted. 

GEOLOGIC  NAMES. 

Iii  geologic,  names,  the  author  should  follow  the  latest  usage  of  the 
United  States  Geological  Survey.  He  should  avoid  using  local 
names,  except  in  quotation  marks,  and  should  clearly  explain  the 


90 


MANUAL   OF   REGULATIONS. 


relation  of  such  local  names  to  the  names  adopted  by  the  Geological 
Survey.  Accepted  designations  for  eras,  systems,  and  series  are 
given  in  the  following  table : 

Geologic  eras,  systems,  and  series. 


Era. 

System. 

Series. 

Cenozoic  
Mesozoic  

Paleozoic  

' 

Proterozoic  

[Quaternary  

/Recent. 
\Pleistocene  (replaces  "Glacial"). 
Pliocene)  Neocene  may  be  used  when  it  is  impossible  to  dif- 
Miocene/    ferentiate  Pliocene  and  Miocene. 
Oligocene. 
Eocene. 
(Upper  (Gulf  may  be  used  provincially). 
\Lower  (Comanche  and  Shasta  may  be  used  provincially). 
[Upper. 
Middle. 
Lower. 
Upper. 
'Middle. 
(Lower. 
[Permian. 
^Pennsylvanian  (replaces  "Upper  Carboniferous"). 
(Mississippian  (replaces  "Lower  Carboniferous"). 
[Upper. 
{ifiddle. 
[Lower. 

[Upper  (Cincinnatian  may  be  used  provinciallv). 
Middle  (Mohawkian  may  be  used  provincially). 
Lov.  er. 
[Saratogan  (or  "Upper  Cambrian"). 
•{Arcadian  (or  "Middle  Cambrian"). 
[Georgian  (or  "Lower  Cambrian"). 

[Tertiary  

Cretaceous 

Jurassic  

Triassic  

Carboniferous 

Devonian  

Silurian 

Ordovician  

Cambrian  

I  Algonkianl  p  r  e  -  C  a  m  - 
\Archean.  /    brian. 

The  Geological  Survey  does  not  approve  the  use  of  the  words 
u  Coal  Measures,"  "  Red  Beds,"  and  "  Permo-Carboniferous "  as 
titles  except  when  they  are  printed  in  quotation  marks,  but  it  uses 
these  designations  in  a  common-noun  sense. 

GEOGRAPHIC   NAMES. 

Authors  will  expedite  the  work  of  the  editor  by  giving  attention 
to  the  spelling  of  geographic  names.  The  decisions  of  the  United 
States  Geographic  Board,  as  published  by  the  Government  Printing 
Office,  have  preference.  Atlas  sheets  of  the  United  States  Geo- 
logical Survey  (latest  editions)  rank  next,  and  the  Postal  Guide  next, 
and  then  come  atlases  issued  by  private  firms. 


PETROGRAPHIC    NAMES. 


In  mentioning  rocks  of  known  types,  an  author,  in  case  exactness 
of  statement  is  required,  should  use  the  nomenclature  adopted  by  the 
United  States  Geological  Survey.  As  a  rule,  an  author  should  not 
attempt  to  describe  in  detail  igneous  rocks  that  have  not  been  de- 
scribed by  the  Survey,  but  should  limit  himself  to  the  use  of  general 


PUBLICATIONS.  91 

or  unspecific  terms  such  as  "  granite,"  "  trap,"  "  basalt,"  "  gabbro," 
"  diorite,"  and  "  porphyrite."  He  should  take  care  to  adhere  to  ac- 
cepted usage  in  the  designation  of  sedimentary  rocks;  for  instance, 
he  should  distinguish  shale  from  slate.  In  describing  sections  of 
coal  beds  such  miners'  terms  as  "  mother  coal,"  "  rash,"  and  "  sul- 
phur "  are  permissible,  but  quotation  marks  should  be  used  to  indi- 
cate that  the  terms  are  not  precise. 

PERSONAL   TITLES. 

The  designations  Dr.,  Prof.,  Mr.,  etc.,  should  be  used  only  in  ac- 
knowledgment of  courtesies  or  services,  or  in  making  personal  men- 
tion. They  should  not  be  prefixed  to  the  names  of  persons  cited  as 
authors  or  as  coworkers  in  a  given  investigation.  The  following 
forms  illustrate  acceptable  usage: 

Burrell  states     *     *     * 

The  causes  of  the  explosion  are  discussed  by  Rice  in  chapter  3. 

Analyst,  H.  C,  Porter. 

This  sample  was  analyzed  by  Dr.  Porter. 

The  author  wishes  to  thank  Mr.  W.  J.  Hunter  for     *     *     * 

Through  the  kindness  of  Prof.  H.  C.  Brown     *     *     * 

CAPITALIZATION . 

Some  important  rules  of  the  Government  Printing  Office  are  given 
below : 

Capitalize  geographic  terms  and  terms  of  civil  divisions,  as  Bay,  Cape,  County, 
etc.,  singular  or  plural,  when  either  before  or  after,  or  a  part  of  the  name,  also 
the  plural  form  when  used  before  two  or  more  names. 

Capitalize  also  the  words  "  hills,"  "  islands,"  "  mountains,"  or  "  springs " 
immediately  following  the  names  of  groups  of  natural  features,  as  the  Black 
Hills,  Hawaiian  Islands,  Allegheny  Mountains. 

Capitalize  State  and  Territory,  whether  singular  or  plural,  terms  used  to 
designate  groups  of  States,  as  Pacific,  Middle,  Northwestern,  and  all  terms  de- 
noting parts  of  the  United  States,  as  the  North,  the  South,  but  lower-case 
adjectives  in  such  instances  as  northern  Pacific  States,  southern  Appalachian 
region. 

Capitalize  the  word  "  government "  when  referring  to  the  United  States 
Government  or  to  foreign  Governments,  and  in  such  phrases  as  Government 
ownership,  but  use  lower-case  when  the  word  is  used  in  an  abstract  sense,  as 
the  seat  of  government,  the  State  government. 

Capitalize  the  word  national  when  it  precedes  any  word  that  is  capitalized, 
as  National  Government,  otherwise  lower  case,  as  national  pride. 

Capitalize  the  following  standing  alone  and  used  as  a  synonym  for  the  name 
in  parentheses,  as  when  used  as  adjective: 

Canal  Zone  (Panama).  Lakes  (Great  Lakes). 

Falls  (Niagara).  Plains  (Great  Plains). 

Gulf  (of  Mexico).  Sound  (Long  Island;  Puget). 
Isthmus  (of  Panama). 


92  MANUAL   OF   EEGULATIONS. 

ORTHOGRAPHY. 

The  Government  Printing  Office  has  adopted  Webster's  New  Inter  ^ 
national  Dictionary  as  the  authority  for  spelling  and  compounding 
words,  and  this  dictionary  will  be  the  authority  for  the  publications 
of  the  Bureau  of  Mines.  There  are,  however,  a  few  exceptions  which 
should  be  noted : 

afterward  canyon  further  (not  distance)  kilowatt-hour 

aluminum  cut-through  gage  plat  (of  land) 

briquet  eolian  horsepower-year  plot   (diagram) 

break-through  farther  (distance)  inclose  reconnaissance 

candlepower-hour  fluorspar  in  by  reinforce 

can  not  forward 

The  dictionary  shows  what  words  are  to  be  regarded  as  compound 
words. 

ABBREVIATIONS. 

Fort  and  Mount  should  not  be  abbreviated.  St.  should  be  used 
for  Saint. 

Given  names  should  be  written  in  full  (Benjamin,  William),  and 
not  contracted  (Ben.,  Wm.).  As  a  rule,  single  initials  should  not 
be  used;  write  Abraham  Lincoln,  not  A.  Lincoln,  but  write  A.  L. 
Brown. 

The  following  abbreviations  are  used  in  describing  public-land 
divisions  and  should  not  be  varied :  In  the  SE.  J  NW.  }  sec.  32,  T.  17 
N.,  R.  13  E. ;  in  sec.  25 ;  sees.  32  and  33 ;  Tps.  17  and  18 ;  Es.  13  and  14. 

Names  of  railroads  should  be  spelled  out,  but  railroad  or  railway 
may  be  abbreviated  (R.  R.  or  Ry.).  For  correct  names  of  railways, 
reference  should  be  made  to  the  Railway  Guide  or  to  the  Style  Book 
of  the  Government  Printing  Office. 

Decimals,  degrees,  dimensions,  distances,  enumerations,  money, 
percentage,  weights,  and  similar  matter  should  be  expressed  in 
figures,  as  5°  10',  16  miles,  29  cubic  feet,  32  pages,  115  bushels,  12  per 
cent,  32  pounds,  $5,000.  Spell  out  numbers  used  alone  when  less 
than  10:  seven  mines;  eight  hours;  but.  the  samples  were  collected 
at  intervals  of  2,  3,  5,  and  9  minutes. 

Use  "  per  cent "  with  figures  only.  Write  u  large  percentage,"  "  per- 
centage by  volume,"  but  "25  per  cent."  The  "per  cent"  sign  (%) 
should  not  be  used  in  the  text  nor  in  tabular  matter. 

In  stating  dimensions,  say  3  by  4  feet,  not  3x4  feet. 

Spell  out  any  common  fraction  that  stands  alone,  as  "  one-half  " ; 
but  write  1 J,  |-inch  pipe. 

Do  not  use  common  and  decimal  fractions  indiscriminately. 

The  "short  and"  (&)  is  to  be  used  in  firm  or  corporation  names: 
Chicago,  Milwaukee  &  St.  Paul  Railroad;  Keuffel  &  Esser;  Way- 
clark  Powder  &  Dynamite  Co. 

Names  ending  in  "  s  "  take  the  apostrophe  and  "  s  "  in  the  posses- 
sive case  singular,  as  Thomas's,  Williams's,  Jones's. 


PUBLICATIONS. 


93 


Do  not  use  '  and  "  in  the  text  for  feet  and  inches.  Over  figure 
columns  in  tables  use  "Feet "  or  "Ft.  in",  underscored  for  italic 
letters. 

In  stating  temperature  readings  and  dips,  strikes,  and  directions, 
the  degree  mark  should  be  used;  the  temperature  was  120°  C. ;  the 
strike  is  N.  30°  E.  When  figures  are  not  given  spell  out,  as  the  dip  is 
southwest. 

Use  the  following  abbreviations  for  names  of  States  and  Terri- 
tories after  names  of  post  offices,  counties,  forts,  reservations,  Indian 
agencies,  or  military  or  naval  stations: 


Ala. 

Ariz. 

Ark. 

Cal. 

Colo. 

Conn. 

Del. 

D.  C. 

Fla. 


Ga. 

111. 

Ind. 

Kans. 

KJ. 

La. 

Md. 

Mass. 

Mich. 


Minn. 
Miss. 
Mo. 
Mont. 
Nebr. 
Nev. 
N.  H. 
N.  J. 
N.  Mex. 


N.  Y. 

N.  C. 
N.  Dak. 
Okla. 
Oreg. 
Pa. 
R.  I. 
S.  C. 
S.  Dak. 


Tenn. 

Tex. 

Va. 

Vt. 

Wash. 

W.  Va. 

Wis. 

Wyo. 


Alaska,  Idaho,  Iowa,  Maine,  Ohio,  and  Utah  should  not  be 
abbreviated. 

QUOTATIONS  AND  REFERENCES. 

The  editor  can  not  undertake  to  verify  all  references  and  quota- 
tions; hence  an  author  should  take  great  pains  to  have  them  ac- 
curate. In  excerpts  the  exact  words  of  the  original  text  should  be 
given,  but  such  details  as  spelling,  capitalization,  and  punctuation 
need  not  be  followed  literally  unless,  for  any  reason,  the  exact  form 
of  the  original  is  deemed  necessary.  Omitted  words  or  phrases  are 
to  be  indicated  by  stars  (*  *  *). 

FOOTNOTES. 

Authors  often  use  footnotes  improperly.  Footnotes,  as  a  rule, 
should  not  contain  matter  that  can  go  as  well  in  the  text,  but  should 
be  restricted  largely  to  references  to  works  cited.  For  reference  marks 
the  bureau  uses  underscored  superior  letters  in  both  text  and  tables. 
In  tables  the  reference  is  placed  before  a  figure  in  figure  columns  and 
after  a  word  in  columns  containing  words.  In  the  text  a  footnote 
should  be  written  just  below  the  line  in  which  the  reference  mark  is 
given  and  should  be  separated  by  rules  from  the  text  above  and 
below.  In  tabular  work  footnotes  should  be  written  at  the  bottom  of 
a  table  unless  a  table  is  several  pages  long,  in  which  case  they  should 
appear  at  the  bottom  of  the  page  containing  the  references  that  they 
are  intended  to  explain.  In  giving  names  of  persons  cited  the  author 
should  not  omit  initials,  as  these  may  be  necessary  for  identification. 
It  is  not  necessary,  however,  to  give  initials  in  the  text.  Below  are 


94  MANUAL  OF  REGULATIONS. 

some  forms  for  footnotes  in  the  style  adopted  by  the  Bureau  of 
Mines : 

Davis,  C.  A.,  The  uses  of  peat  for  fuel  and  other  purposes :  Bull.  16,  Bureau 
of  Mines,  1911,  p.  82. 

Clark,  H.  H.,  Electric  lights  for  use  about  oil  and  gas  wells :  Tech.  Paper  79, 
Bureau  of  Mines,  1914,  p.  7. 

Rice,  G.  S.,  Coal-dust  explosions:  Miners'  Circular  3,  Bureau  of  Mines, 
191L  p.  18. 

Bastin,  E.  S.,  Economic  geology  of  the  feldspar  deposits  of  the  United  States : 
U.  S.  Geol.  Survey  Bull.  420,  1910,  p.  80. 

Lindgren,  Waldemar,  Graton,  L.  C.,  and  Gordon,  C.  H.,  The  ore  deposits  of 
New  Mexico :  U.  S.  Geol.  Survey  Prof.  Paper  68,  1910,  p.  162. 

Leith,  C.  K.,  The  Mesabi  iron-bearing  district  of  Minnesota :  U.  S.  Geol.  Sur- 
vey Mon.  43,  1903,  p.  201. 

Hamilton,  Alice,  White-lead  industry  in  the  United  States,  with  an  appendix 
on  the  lead-oxide  industry :  Bureau  of  Labor  Bull.  95,  July,  1911,  p.  189. 

Bertrand,  C.  E.,  Premieres  conclusions  generates  sur  les  charboiis  humiqnes: 
Compt.  rend.,  t.  127,  1898,  pp.  767-769. 

In  the  references  cited  the  order  observed  is  as  follows:  (1)  Sur- 
name of  author  followed  by  his  initials;  (2)  title  of  book  or  paper; 
(3)  series  or  technical  title  abbreviated  in  the  manner  indicated  be- 
low; (4)  volume  number ;  (5)  date;  (6)  page  number. 

The  page  number,  the  volume  number,  and  the  year  of  publication 
should  always  be  given.  A  selected  list  of  abbreviations  used  by  the 
Bureau  of  Mines  for  footnote  citations  is  given  herewith.  All  foot- 
note references  should  be  in  the  same  style.  The  names  of  counties, 
States,  and  cities  are  spelled  out  in  all  cases  where  the  abbreviation 
would  not  be  obvious;  "Am."  is  used  for  American,  but  not  for 
America,  and  the  usage  of  foreign  languages  in  the  capitalization  of 
nouns  and  adjectives  is  followed,  except  that  the  abbreviation  of  the 
first  word  of  a  society's  name  should  always  begin  with  a  capital. 
Forms  unlike  those  indicated,  although  they  are  adopted  by  techni- 
cal papers  and  scientific  societies,  are  not  now  used  by  the  Bureau  of 
Mines. 

Style  used  by  the  Bureau  of  Mines  in  footnote  references. 


Abhandl.  K.  Akad.  Wiss.  Berlin. 

Am.  Chem.  Jour. 

Am.  Gas  Light  Jour. 

Am.  Geologist. 

Am.  Jour.  Sci. 

Arm.  chim.  phys. 

Ann.  des  mines. 

Ann.  des  mines  Belgique. 

Bergbau. 

Ber.  Deut.  chem.  Gesell. 

Bull.   Can.   Min.   Inst. 

Bull.  Soc.  chim.  France. 

Bull.  Soc.  ingen.  civ.  France. 

Bull.  Soc.  1'ind.  min. 

Bureau  of  Standards  Bull. 

California  Derrick. 


Cassier's  Mag. 

Canada  Dept.  Mines  Bull. 

Canadian  Engineer. 

Canadian  Min.  Jour. 

Canadian  Min.  Rev. 

Chem.  Abs. 

Chem.  News. 

Chem.  Zentralb. 

Chem.  Rev.  Fett-Harz-Ind. 

Chem.  Ztg. 

Coal  Age. 

Colorado  Min.  Bur. 

Cong.  g€ol.  internat. 

Coll.  Guard. 

Compt.  rend. 

Dingl.  poly.  Jour. 


PUBLICATIONS. 


95 


Style  used  by  the  Bureau  of  Mines  in  footnote  references — Continued. 


Econ.  Geol. 

Electrochem.  and  Met.  Ind. 

Engineer   (London). 

Engineering. 

Eng.  Mag. 

Eng.   and  Min.   Jour. 

Eng.  News. 

Eng.  Rec. 

Gasmotorentechnik. 

Ge-nie  civil. 

Geol.  Mag. 

Geol.  Soc.  America. 

Indiana  Dcpt.  Geol.  and  Nat.  Res. 

Gliickauf. 

Iron  Age. 

Iron  and  Coal  Trades  Rev. 

Jahrb.  Berg-Hut.  Sal.  Preuss. 

Jour.   Am.   Chern.   Soc. 

Jour.  Am.   Soc.  Mech.  Eng. 

Jour.  Anal,  and  Appl.  Chem. 

Jour.   Assoc.   Eng.   Soc. 

Jour.   Canadian  Min.   Inst. 

Jour.  Chem.  Met.  Min.  Soc.  South  Africa. 

Jour.  Chem.  Soc. 

Jour,  chirn.  phys. 

Jour.   Franklin  Inst. 

Jour.  Gasbel. 

Jour.  Geology. 

Jour,   prakt.  Chem. 

Jour.  Soc.  Chem.  Ind. 

Kansas  Univ.  Geol.  Survey. 

K.  preuss.  geol.  Landesanstalt, 

Liebig's  Annalen. 

Maryland  Geol.  Survey. 

Met.  and  Chem.  Eng. 


Metal   Ind. 

Metall  und  Erz. 

Mines  and  Minerals. 

Min.  and  Sci.  Press. 

Mining  Mag. 

Mineral  petrog.  Mitt. 

Mining  World. 

Oest.  Ztschr.  Berg-Hut. 

Petermann's  Mitt. 

Petroleum  Rev. 

Proc.  Am.  Assoc.  Adv.  Sci. 

Proc.  Colorado  Sci.  Soc. 

Proc.  Eng.  Soc.  Western  Pennsylvania. 

Proc.  Lake   Superior  Min.   Inst. 

Proc.  Roy.  Soc.  London. 

Power. 

Ranch  und  Staub. 

Rev.  univ.  des  mines. 

Rev.  m£tall. 

School  of  Mines   Quart. 

Soi.  Am.  ;  Sci.  Am.  Suppl. 

Stahl  und  Eisen. 

Texas   Univ.  Min.  Survey  Bull. 

Trans.  Am.   Electrochem.   Soc. 

Trans.  Am.  Inst.  Min.  Eng. 

Trans.  Inst.  Min.  Eng. 

Trans.  Inst.  Min.  and  Met. 

Univ.  Illinois  Eng.  Exper.  Sta.  Bull. 

U.  S.  Dept.  Agr. 

II.  S.  Geol.  Expl.  40th  Par. 

U.  S.  Geol.  Survey. 

U.  S.  Nat.  Mus. 

Ztschr.   anal.   Chem. 

Ztschr.  angew.  Chem. 

Ztschr.  Ver.  deut.  Ing. 


A  manuscript  should  not  be  transmitted  for  publication  until  the 
footnote  references  are  complete ;  that  is,  each  reference  to  a  periodi- 
cal or  book  should  give  the  date,  including  day  of  the  month  if  the 
reference  is  to  a  weekly  publication,  the  number  of  the  volume,  and 
in  every  case  the  page.  In  referring  to  foreign  periodicals  use  the 
equivalent  term  for  volume — in  German,  Band  or  Jnhrgang;  in 
French,  tome.  Give  the  original,  not  the  translated,  title  of  the 
article.  Failure  to  attend  to  these  details  may  result  in  the  manu- 
script being  returned  to  the  author  before  editing  is  begun. 

In  making  footnote  references  it  is  better  to  repeat  the  reference 
in  full  each  time  it  is  made  than  to  compel  the  reader  to  turn  back 
even  one  page,  but  "  idem  "  may  be  used  in  a  second  reference  to  the 
same  work  immediately  after  the  first  reference. 

ILLUSTRATIONS. 

The  character  of  the  illustrations  has  much  to  do  with  the  appear- 
ance of  a  publication  and  the  impression  it  makes  on  the  reader. 
For  this  reason  authors  should  exercise  care  both  in  the  selection  of 
subjects  and  in  the  choice  of  photographs  made.  The  purpose  of 


96  MANUAL  OF  REGULATIONS. 

an  illustration  is  to  clarify  or  supplement  the  description  in  the 
text,  hence  illustrations  that  are  merely  decorative  will  be  regarded 
as  unessential  and  will  not  be  published  in  reports  of  the  bureau. 
Line  cuts  are  in  many  cases  preferable  to  half  tones,  particularly  for 
showing  details,  such  as  the  parts  of  a  simple  machine,  the  arrange- 
ment of  pipes  in  a  boiler,  the  construction  of  a  mine  stopping,  etc. 

All  illustrations  must  be  numbered  in  the  order  in  which  they 
are  mentioned  in  the  manuscript,  and  a  list  of  the  illustrations  must 
accompany  the  manuscript.  The  place  at  which  an  illustration  is  to 
appear  in  the  text  should  be  indicated  by  the  insertion  there  of  the 
number  and  title  of  the  cut.  In  general  the  cut  should  appear  where 
it  is  first  discussed.  Every  illustration  must  be  mentioned  in  the 
text. 

Photographs  may  be  on  either  glossy  or  dull-finished  paper.  If  a 
photograph  is  clear  and  sharp  it  should  be  on  a  bright-finished 
paper,  but  if  it  lacks  sharpness  and  will  presumably  need  retouch- 
ing before  engraving,  or  if  it  is  to  be  lettered,  it  should  be  on  a  dull- 
finished  paper.  Line  drawings  should  be  prepared  on  a  good 
quality  of  white  paper;  yellowish  paper  should  riot  be  used. 

A  drawing  that  has  been  made  with  care  may,  by  slight  improve- 
ment in  the  lettering  or  other  minor  change,  be  made  suitable  for 
direct  reproduction  by  the  engraver.  For  the  same  reason  india 
ink,  or  a  black,  indelible,  and  preferably  waterproof  ink  of  good 
quality,  should  be  used  for  the  lines  of  the  drawing,  which  should  be 
sharp  and  clear.  Lettering  by  the  author  should  be  plainly  done 
with  a  soft  pencil,  not  in  ink. 

The  size  of  a  drawing  should  be  determined  by  the  nature  of  the 
subject.  Graphic  logs  or  charts  covering  a  number  of  items  must, 
of  course,  be  larger  than  an  indicator  diagram  or  the  detail  of  a  joint 
in  a  mine  timber.  In  general,  the  drawing  for  a  text  figure  should 
be  larger  than  the  figure  as  it  will  appear  in  the  report,  but  should 
not  be  so  large  as  to  make  its  reproduction  difficult.  Most  figures 
should  be  drawn  two  or  three  times  as  large  as  they  are  to  be  printed. 
It  is  believed  that  many  line  drawings  will  not  need  to  be  inked  in,  as 
they  can  be  reproduced  by  wax  engraving  at  less  expense  to  the 
Bureau  than  by  inking  in  and  then  engraving  by  zinc  etching  or 
lithography. 

Illustrations  to  accompany  reports  prepared  at  the  Pittsburgh 
office  will  be  prepared  by  the  section  of  computing,  drafting,  and 
photography.  Illustrations  for  authors  at  other  offices  may  or  may 
not  be  prepared  at  Pittsburgh.  The  desirability  of  having  the  work 
done  at  Pittsburgh  will  be  determined  by  the  director  or  the  assist- 
ant director. 

In  general,  drawings  intended  for  direct  reproduction  by  photo- 
graphic processes,  as  zinc  etching  or  photolithography,  should  not  be 


PUBLICATIONS.  97 

inked  in  until  they  have  been  examined  and  properly  marked  by  the 
editor. 

The  determination  of  the  engraving  process  to  be  used  is  the  duty 
of  the  editor,  subject  to  the  approval  of  the  director. 

The  list  of  illustrations  to  accompany  the  manuscript  transmitted 
by  the  author  should  give  the  titles  of  the  plates  and  text  figures  sepa- 
rately grouped.  Plate  numbers  are  in  Roman  numerals,  figure  num- 
bers in  Arabic ;  subdivisions  of  plates  are  lettered  with  italic  capitals, 
subdivisions  of  figures  with  roman  capitals;  parts  of  figures,  as  de- 
tails of  apparatus,  machinery,  etc.,  are  lettered  either  in  roman  capi- 
tals or  in  italic  lower  case,  as  "  figure  4,  A, "  or  "  figure  4,  #."  The 
list  of  illustrations  should  net  contain  lengthy  explanations  of  par- 
ticular features  illustrated,  but  these  should  appear  in  the  text  or 
should  be  given  in  the  legends  or  titles  at  the  appropriate  places. 
The  legends  of  the  text  figures  should  give  the  title  of  the  cut  and  all 
essential  details,  including  the  explanation  of  symbols  or  letters  that 
appear  on  the  figure,  unless  these  are  fully  explained  in  the  text 
adjacent.  Descriptions  of  the  plates,  including  the  matter  to  be 
printed  en  or  opposite  them,  should  be  written  on  separate  sheets  and 
attached  to  the  illustrations.  The  descriptions  should  include  men- 
tion of  all  reference  letters. 

EDITING. 

Illustrations  for  some  reports  may  be  submitted  in  advance  of  the 
text  in  order  that  they  may  be  properly  marked  for  reproduction 
under  the  direction  of  the  editor.  This  exception  applies  particu- 
larly to  reports  containing  a  large  number  of  drawings  or  photo- 
graphs that  from  their  character  will  presumably  need  much  letter- 
ing or  retouching  before  they  are  ready  for  reproduction. 

When  the  editors  begin  work  on  a  report  they  are  to  examine  care- 
fully all  illustrations  submitted  by  the  author  and  to  reject  such  as 
do  not  have  sufficient  value  to  justify  reproduction.  The  editors 
also  should  rearrange  the  illustrations,  having  line  drawings  made 
from  photographs  in  all  cases  in  which  such  a  change  is  feasible  and 
advantageous.  Also  they  must  mark  the  illustrations  for  the  en- 
graver and  indicate  details  that  require  special  attention  in  engraving. 
Usually  the  drawings,  photographs,  etc.,  as  prepared  for  the  en- 
graver will  be  returned  to  the  author  for  approval.  The  author 
should  carefully  note  the  changes  made  by  the  editors,  should  make 
sure  that  the  illustrations  as  prepared  bring  out  essential  details 
and  show  all  features  to  which  the  text  calls  attention,  and  should 
make  sure  that  changes  will  not  be  needed  in  proof. 

The  author  should  approve,  by  initialing,  all  the  illustrations 
returned  to  him  after  preparation  by  the  editors.  In  case  he  wishes 
63485—15 7 


98  MANUAL  OF  REGULATIONS. 

any  change  or  correction  made,  he  should  indicate  this  clearly  on  the 
drawing  itself  or  on  a  note  attached  to  it.  After  an  illustration  has 
been  approved  by  the  author  and  fully  corrected  by  the  editor,  no 
further  changes  will  be  permitted  except  by  order  of  the  director  or 
the  assistant  director. 

ENGRAVING.. 

As  a  rule,  all  line  drawings,  unless  too  large,  will  be  reproduced  as 
text  figures.  Photographs  to  be  used  as  illustrations  in  bulletins  will, 
as  a  rule,  be  reproduced  as  half-tone  plates,  printed  separately  from 
the  text  on  special  paper,  and  bound  into  the  book  at  the  proper  place. 
Cuts  larger  than  page  size  may  be  printed  on  inserts,  or  put  in  a 
pocket  at  the  end  of  the  book,  or  placed  in  a  separate  case.  Photo- 
graphs to  be  used  as  illustrations  in  miners'  circulars  will  be  printed 
as  text  figures.  Photographs  to  be  used  as  illustrations  in  technical 
papers  may  be  reproduced  either  as  text  figures  or  as  plates,  as  the 
editor  may  determine. 


PROOF. 


Changes  in  proof  of  plates  and  figures  from  the  copy  sent  the 
engraver  will  not  be  permitted  except  by  authority  of  the  Washington 
office;  the  engraver  is  entitled  to  an  extra  charge  for  making  them, 
and  they  may  necessitate  reengraving.  Consequently,  the  author  and 
the  editor  should  make  sure  that  all  necessary  changes  in  an  edited 
drawing  or  photograph  are  correctly  indicated  before  the  copy  is 
transmitted  for  engraving. 

Proofs  of  illustrations,  with  editorial  corrections,  will  be  sent  to 
authors.  Usually,  three  days  will  be  allowed  for  the  examination  of 
such  proofs — that  is,  proof  of  the  illustrations  prepared  for  a  paper 
will  be  forwarded  to  the  author,  but  the  printer's  copy  of  the  proof 
will  be  returned  to  the  printer  within  six  days  after  its  receipt  from 
him,  whether  or  not  the  author  has  in  the  meantime  returned  the 
proof  sent  him — this  time  limit  being  set  because  of  the  terms  of  con- 
tracts sometimes  made  by  the  Public  Printer  with  engravers.  A  time 
limit  of  10  days  will  be  allowed  for  the  return  of  proofs  sent  to 
Denver  and  of  15  days  for  proofs  sent  to  San  Francisco. 

Because  of  the  great  differences  in  the  time  required  for  engrav- 
ing and  the  many  delays  incident  to  printing,  proofs  of  some  of  the 
illustrations  for  a  report  should  not  be  held  by  the  author  until 
proofs  of  the  others  are  received  from  the  Public  Printer,  neither 
should  proof  of  any  illustration  be  held  for  proof  of  the  text.  It  will 
at  times  be  impracticable  to  furnish  an  author  the  galley  proof  of 
the  text  with  proof  of  the  illustrations,  but,  whenever  practicable, 
proof  of  the  illustrations  will  be  attached  to  the  galley  proof  sent 
the  author. 


PUBLICATIONS.  99 

USED    MATERIAL. 

Most  of  the  original  material,  whether  drawings  or  photographs, 
used  for  illustrations  is  to  be  kept  available  for  reengraving  or  for 
other  use.  The  finished  copy  for  each  illustration  will  be  kept  at  the 
Washington  office  for  not  less  than  six  months.  In  case  an  author 
desires  the  use  of  an  illustration  that  has  appeared  in  a  publication 
of  the  bureau,  he  should  give  the  number  of  the  publication  and  of 
the  illustration.  Used  material,  when  available,  will  be  furnished  to 
unofficial  publications,  on  request,  without  cost.  Copies  of  electro- 
types will  be  furnished  such  publications  at  cost.  Requests  for  elec- 
trotypes for  such  use  should  be  made  to  the  director. 

PROOF  READING. 

The  author  should  read  proof  with  extreme  care,  not  glance  over 
it  hastily.  He  should  give  particular  attention  to  matter  in  which 
errors  are  liable  to  be  made,  as  formulas,  equations,  and  footnote  ref- 
erences. In  order  to  make  necessary  corrections  in  his  proof,  and  in 
order  to  understand  the  significance  of  the  marks  made  by  the  editors 
and  proof  readers,  the  author  must  know  the  use  and  meaning  of  the 
marks  most  frequently  used  in  correcting  proof.  A  list  of  such 
marks  and  a  sample  of  proof  marked  for  correction  are  given  on 
pages  100  and  101. 

The  author  should  indicate  each  change  or  correction  that  he  de- 
sires made  by  placing  marks  on  the  margin  of  the  proof,  except  as 
noted  below.  Red  or  blue  pencil  marks  are  most  easily  noted  by  the 
editors. 

If  anything  is  to  be  cut  out,  a  line  is  drawn  through  it  and  the 
dele  mark  (Q^)  is  placed  in  the  margin.  This  mark  should  never 
be  used  when  something  is  to  be  substituted  for  the  matter  cut  out. 
If  anything  is  to  be  inserted  in  the  text,  a  caret  ( A )  should  be 
placed  at  the  point  where  the  insertion  is  to  be  made,  and  the  matter 
to  be  inserted  should  be  written  in  the  margin.  A  caret  should  not 
be  placed  in  the  margin  also.  A  stop  mark  (/)  is  used  to  separate 
adjacent  corrections  in  the  margin.  A  stop  mark  is  also  used  to  call 
attention  to  correction  marks  that  might  not  be  noticed  if  written 
alone.  Every  period  inserted  should  be  placed  in  a  circle.  A  space 
mark  ( # )  is  used  to  designate  that  more  space  is  to  be  used  between 
two  words,  and  the  close-up  sign  (C)  to  indicate  less  space.  All 
correction  marks  should  be  made  so  clearly  that  they  will  not  be  mis- 
understood. Should  additions  of  too  great  length  for  convenient 
insertion  in  the  margin  be  necessary  on  galley  proof,  these  should 
be  written  on  sheets  or  slips  of  paper,  which  should  be  securely 
pinned,  but  not  pasted,  to  the  proof,  and  the  point  where  the  added 
matter  is  to  be  inserted  should  be  clearly  indicated.  Authors  should 


100  MANUAL  OF  BEGULATIONS. 

not  write  long  inserts  on  the  proof.    The  principal  marks  used  in 
proof  reading  are  as  follows: 

©  Period. 
)   Comma. 
•   Hyphen. 
1    Colon. 
5   Semicolon. 
\^/  Apostrophe. 
*ty 'fy,  Quotations. 

'   B  Em  quadrat. 

/ 
"^i  One-em  dash. 

Two-em  parallel  dash.. 


>-"   Push  down  space. 
> —  Close  up. 
)S  Less  space. 
/\    Caret — left  out,  insert. 
^/    Turn  to  proper  position. 
^rF  Insert  space. 

ZT    or      H7          Move  to  left  or  to  right. 
/~~7  or     LJ        Move  up  or  move  down. 

~/O>.  Transpose. 
....or  x3x£c^7       Let  it  stand. 

<^      Dele — take  out. 
<2>  Broken  letter. 
jl    Paragraph. 

No  paragraph. 
</.  H^  Wrong  font. 
•7    or  £&/:  $     Equalize  spacing. 
=S   or  @A^L/4*f     Capitals. 

r=  or  x^l   <2-         Small  capitals. 
/ 
/o,  ^-       Lower-case. 

Superior  or  inferior. 

Italic. 

Roman. 

Brackets. 

Parentheses. 


PUBLICATIONS.  101 

A  specimen  of  corrected  proof  is  given  bekrvy  :'  :.  :    :''/•'.  V;  :*t  •  : 


TYPOGRAPHICAL    ERRORS 


—  ,  s 

Sj-7 


<6.  Q.       3(Tdoe^  not  appear  that  the  earliest  printers  had 
/|  i/       any  method^of^t-orrcctingMerrors^  before^  the  form 
0/  was  on  the  press/  The  learned  ^Ffe^-ieaffied-  cor- 
/    rectors  of  the  first  two  centuries  of  printing  were 
not  proof/readers  in  our  sense/  they  w/fcre  rather 
what  we  should    erm  office  editors.     Their  labors 


were  chiefly  to  see  that  the  proof  corresponded  to 
the  copy,  but  that  the  printed  page  was  correct 


in  its  /atmityy-Mjgt^jty*  i<rflj'dg  "were  the;  re,,  and 
that  the  sense  was  right.  They  cared  4*rt  little 
about  orthography,  bad  lettersAor  purely  printer^ 
errors,  and  when  the  text  seemed  to  them  wrong 
they  consulted  fresh  authorities  or  altered  it  on 
their  own  responsibility.  Good  proofsAin  the 
modern  sense,  were  ^(possiBle  until  professional 
readers  were  employed/  men  who  [hadj  first]  a 
printer's  education,  and  then  spent  many  years 
in  the  corrcctj6n  of  proof.  The  orthography  of 
English,  which  for  the  past  century  has  undcrA 
gone  little  change,  was  very  fluctuating  until  after 
the  publication  of  Johnson's  Dictionary,  and  capi- 
tals, which  have  been  used  with  considerable  reg-  _,-%  Pj^ 
ularity  for  the  pas t(SO)  years,  were  previously  used 
on  the  fmissjof\hi^  plan.  The  approach  to  regu- 
larity, so  far  as  we  have/  may  be  attributed  to  the 
growth  of  a  class  of  professional  proof  readers,  and 
it  is  to  them  that  we  owe  the  correctness  of  mod- 
ern printing.  A. More  er/ors  have  been  found  in  the 
Bible  than  in  any  other  one  work.  For  many 
erations  it  was  frequently  the  case  that  Bibles 
were  brought  out  stealthily,  from  fear  of  govern- 
£Jmental  interference.  /\  They  were  frequently 
printed  from  imperfect  texts,  and  were  often  mod-  ff 
ified  to  meet  the  views  of  those  who  publised  ^ 
them. The  story  is  related  that  a  certain  woman 

/\  /  ff 

in  Germany,  who  was  the  wife  of  a  printer,  aatt   /t.c. 
had  become  disgusted  with  the  continual  asser-         / 
tion/cW  (hefsupcriorily^oi  man  over  woman  which 
/  U I  she  had  heard,  hurried  into  the  composing  room 

*  „    while  her  husband  was  at  supper  and  altered  a 

*^       _  r  *s  .      .,    v  -rr,  ,    s/ 


sentence  in  thev  .Biblevhich^he  was^rinting,  so 
that  it  read^arr^nstead  ofAHerr,Athus  making 
the  verse  read  "And  he  shall  be  thy  fool"  instead 
of  "/nd  he  shall  be  thy/ord."    The  word^not. 
/c^r    was  omitted  by  Barker,  the  )&lg*B  printer  in  En-         /  / 
/*        'gjland  inl632,inprintingthesevent.hcommandfmentA 
^j^  —  Ue  was  fined  <£^),000  on  this  account. 


102  MANUAL  OF  REGULATIONS. 

If  is  .of  the  utmost  importance  that  authors  prepare  their  manu- 
script carefully;  they  should  avoid  transmitting  manuscripts  con- 
taining such  omissions  as  those  of  figures  in  tables  or  of  page  refer- 
ences in  footnotes,  with  the  intention  of  adding  these  on  the  galley 
proof;  and  they  should  take  especial  care  to  verify  figures  in  tables 
by  careful  checking.  Although  it  may  happen  in  the  case  of  a 
particular  investigation  that  the  publication  of  results  by  some  other 
investigator,  the  detection  of  error  in  previous  work,  or  the  obtaining 
of  new  facts  may  necessitate  changes  in  the  galley  proof,  yet  in  gen- 
eral only  reasonable  corrections  can  be  made  in  the  galley  proof  and 
extensive  or  radical  changes  are  forbidden.  Only  slight  changes 
will  be  permitted  in  page  proof. 

Edited  manuscript  will  be  sent  to  the  author  whenever  such  action 
is  practicable,  also  galley  proof.  Page  proof  will  be  sent  if  there  are 
many  changes  in  galley  proof  or  the  author's  approval  of  page  proof 
is  desired.  Edited  manuscript  and  proof  will  bear  suggestions  and 
queries;  these  the  author  should  carefully  note.  Especial  attention 
should  be  given  to  answering  all  queries.  Failure  to  answer  them 
will  usually  cause  the  return  of  proof  to  the  author.  Proof  should 
be  corrected  as  soon  as  practicable  and  then  returned  immediately  to 
the  Washington  office. 

SPECIAL  REQUISITIONS  FOB  PRINTING. 

Requisitions  for  the  printing  of  publications  or  of  office  forms  will 
not  be  made  special  ("  rush  ")  except  in  cases  of  emergency,  and  in 
such  case  the  reasons  must  be  stated  in  writing  by  the  division  chief 
requesting  the  work,  and  must  be  approved  by  the  director  or  the 
assistant  director. 

OFFICE  FORMS. 

The  name  of  the  department  and  of  the  bureau  should  be  printed 
at  the  head  of  all  forms,  but  if  the  form  is  crowded  the  name  of  the 
department  and  bureau  may  be  omitted  if  the  form  is  not  to  be  used 
outside  the  bureau. 

Blanks  should  conform  to  equal  divisions  of  one  of  the  standard 
sizes  of  paper. 

Forms  should  be  ordered  in  sufficient  quantity  to  prevent  frequent 
reprinting,  but  care  should  be  taken  not  to  accumulate  a  large  stock 
that  may  become  obsolete.  In  general  a  year's  supply  should  be 
ordered  if  the  quantity  needed  for  a  year  is  5,000  copies  or  less,  and 
six  months'  supply  if  the  quantity  needed  for  a  year  is  more  than 
5,000.  All  permanent  forms  or  matter  that  is  to  be  reprinted  should 
be  electrotyped. 

Pamphlets,  orders,  and  circulars  should,  as  far  as  practicable,  be 
printed  in  document  measure  and  octavo  size. 


PUBLICATIONS.  103 

Eequisitions  from  a  field  office  for  the  printing  of  new  forms  or 
for  the  revision  of  old  forms  must  be  accompanied  by  duplicate  copy. 
The  duplicate  copy  is  to  be  edited  to  correspond  with  the  printer's 
copy  and  is  to  be  filed  at  the  Washington  office  for  reference  in  case 
any  questions  arise  as  to  the  correctness  of  the  copy  furnished  by  the 
person  making  the  requisition. 

TRANSMISSION  OF  INSTRUCTIONS  TO  THE  PUBLIC  PRINTER. 

Instructions  in  regard  to  work  ordered  from  the  Public  Printer  are 
transmitted  through  the  clerk  in  charge  of  publications,  Secretary's 
office. 


LJST  OF  FORMS  USED  BY  THE  BUREAU. 

The  following  list  of  forms  is  necessarily  incomplete,  as  new  forms 
are  issued  from  day  to  day  and  old  ones  are  superseded  or  abolished : 

Account  current  of  special  disbursing  agent 6-738 

Address,  change  of,  post-card  notice  of 1-044 

Do 6-27 

Allotment  ledger  sheet,  credits 6-766a 

debits 6-766 

Allotments,  detailed,  expenditure  record  of 6-25 

Appointment,  applicant  for,  letter  regarding  fitness  of 6-784 

Appointment,  temporary,  notice  of,  to  Civil  Service  Commission 6-799d 

termination  of,  report  of 6-700c 

Appointment  record  cards,  personnel 6-713,  6-713a 

Appropriation  ledger  sheet 6-768 

Auction  sale  of  public  property,  placard  for 6-750 

form  for  account  of 6-70 

Ballistic-pendulum  test,  record  of 6-534 

Bill  of  lading,  Government 6-57 

post-card  notice  of  receipt  of 6-72 

Breathing  apparatus,  weekly  water-gage  test  of 6-723 

Calorimeter  determinations,  record  of  (calories) 6-109 

record  of  (B.  t.  u.)  — — 6-198 

Calorimeter  sheet,  steaming  section 6-111 

Caii-lnbel  frank  (Pittsburgh) 6-38 

(Washington) 6-39 

Do 6-39a 

Car  supplies,  post-card  requisition  for 6-505 

Certificate  of  lost  property 6-71 

Chimney  test  (safety  lamp) 6-560 

Claim,  notice  of  forwarding  to  auditor 6-29 

Claim  brief  for  forwarding  accounts  to  auditor 6-63 

Coal,  distillation  test  of,  chemical  laboratory 6-208 

mine  sample  of,  acknowledgment  of,  receipt  of 6-222 

description  and  record  of 6-238 

Inspection  and  laboratory  record  of 6-179 

plant  sample  of,  record  of 6-186 

Coal-mine  accidents,  monthly  report  from  inspectors 6-578 

report  of,  from  operators 6-577b 

Coal-mining  report — accidents 6-237 

cost  per  ton 6-234 

real  estate- and  housing  investment (1-235 

rescue  apparatus  and  fire-fighting  equipment G-230 

Coal-sample  section,  record  of 6-178 

Coal-shipment  sample,  field  and  inspection  record  of 0-1  Si) 

Coal  analysis,  form  letter  report  of,  carbon 6-2<Ma 

form  letter  report  of.  original 6-204 

guide  card  record  of G-223 

104 


LIST   OF  FORMS  USED  BY  THE  BUREAU.  105 

Coal  analysis  and  inspection  record 6-187 

Coal  deliveries  and  samples,  post-card  record  of 6-182 

deliveries  in  Washington,  record  of 6-216 

Coal  delivery,  sample  of,  record  of  (fuel  inspection) 6-220 

Coal  dust  grinding,  record  of 6-116 

shipments,  record  of  sample  of 6-226 

Coal  inflammability  report 6-594 

Coal  inspection,  post-card  notification  of  sampling 6-86 

Coal  sample,  calorimeter  record  of 6-198 

calorimeter  record  of 6-199 

consolidated-analysis  record 6-202 

consolidated  chemical  laboratory  report 6-206 

laboratory  report  of  analysis  of 6-218 

moisture  and  ash  determination  record 6-195 

phosphorus-determination  record 6-203 

post-card  acknowledgment  of  receipt 6-215 

sulphur-determination    record 6-197a 

ultimate-analysis   record 6-200 

volatile-matter  and  fixed-carbon  record 6-196 

Coal  samples,  weekly  report  of  receipt  by  chemical  laboratory 6-207 

Coal  sheet,  steaming  section 6-103 

Coal  shipment,  record  of  analysis  of 6-240 

Contracts 6-774 

short  form 6-77 

Cooperative  training-station  record 6-571 

Correspondence  charged  out,  sheet  for 6-742 

cross  reference,  sheet  for 6-735 

for  Secretary's  signature,  inclosures  in l-03Sa 

reference  call  card  for 6-94 

reference  slip  for 6-737 

special  slip  for,  rush 1-045 

tissue  sheet  for  protection  of 6-744 

Disbursements,   abstract  of 6-725 

consolidated-abstract   (book)   for 6-15 

form  letter  inclosing  check 6-773 

Draft  sheet,  steaming  section 6-106 

Dray  ticket 6-24 

Employment,  temporary,  agreement 6—41 

Employees,  temporary  field,  monthly  report  of 6-91 

Examintion,  noncompetitive,  notice  of  passing 6-758 

noncoinpetitive,  notice  of  failure  to  pass 6-759 

Expenditures,  estimates  of,  sheet  for 6-SOO 

Explosives,  analysis  blank  for 6-529 

ballistic-pendulum   test 6-534 

blank-card  record  for 6-527 

calorimeter  record  card „ 6-528 

detailed  analysis  blnnk  for 6-530 

explosion-by-influence  test 6-5-1 1 

flnme  test ^____ 0-539 

friction  test  of.  dnta  card  for 6-5SO 

friction  test  of.  record  sheet  for 0-579 

gas  and  dust  gallery  No.  1,  Test  1 0-535 

gas  and  dust  gallery  No.  1.  Test  3 6-536 

gas  and  dust  gallery  No,  1,  Test  4 6-537 


106  MANUAL  OF   KEGULATIONS. 

Explosives,  gaseous  products  of  combustion  test 6-547 

impact  test 6-540 

large   calorie   test 6-543 

mine,  methods  of  using 6-175e 

miscellaneous  test  data  sheet 6-582 

miscellaneous  test  record  sheet 6-581 

physical  examination  and  individual  record 6-533 

physical  examination  card 6-546 

pressure  in  own  volume  test 6-542 

products  of  combustion 6-549 

rate-of -detonation  test 6-538 

receipt  of,  record  of 6-526 

small  lead-block  test 6-544 

solid  products  of  combustion  test 6-548 

Explosives,  Test  A  (disruptive) 6-514 

Test  B    (quickness) 6-515 

Test  C  (calorific  value) 6-573,  6-573a 

Test  D  (rate  of  detonation) 6-518 

Test  F  (length  and  duration  of  flame) 6-519 

Test  G  1  (gas  and  dust  gallery) 6-520 

Test  G  2  (gas  and  dust  gallery) 6-521 

Test  H   (ballistic  pendulum) 6-522 

Test  I  (impact  machine) 6-523 

Test  J  (explosion  by  influence) 6-524 

Test  P  (Bichel  pressure  gage) 6-525 

Trauzl  lead-block  test 6-545 

work  done  on  apparatus 6-554 

Feed-water  sheet,  steaming  section 6-109 

File  back  for  letters 6-98 

File  number,  request  for 6-97 

First-aid  training,  record  of 6-574 

report  on 6-568 

Frank,  library 6-90 

two-part,  for  bulletins 6-35 

for  package  (large) 6-30 

for  package  (small) 6-18 

for  cans  (Pittsburgh) 6-38 

for  can  (Washington) 6-39 

for  cans  (Washington) 6-39a 

for  registered  package 6-34 

Freight,  notice  to  section  of  receipt  of 6-90 

Fuel  inspection,  laboratory  record  of 6-219 

laboratory  report  of 6-218 

Fuel  sample,  advice  sheet 6-570 

weighing  record 6-142 

test  record 6-112 

Furnace  conditions,  steaming  section 6-105 

Gas-air  mixture  analysis 6-212b 

physical  test  of  explosives 6-211 

Gas-analysis  computations 6-113 

Gas-analysis  log 6-115 

Gas-analysis  report 6-114 

Gas  analysis,  chemical  laboratory 6-209 

coal  distillation 6-210 

natural  gas,  weekly  report , , 6-212a 


LIST   OF  FORMS  USED  BY  THE  BUREAU.  107 

Information  issued  by  other  offices,  request  for 6-785 

Inspection  report 6-69 

of  stations  and  cars 6-810 

Issues,  storeroom,  monthly,  notice  of 6-6 

Journal  entry  voucher  sheet  (large) 6-771 

voucher  sheet    (small) 6-772 

Label,  freight  and  express 6-59 

Lease  of  Indian  lands,  record  of 6-805 

Leave,  application  for 1-034 

Ledger  sheet,  allotment,  credits 6-766a 

debits _' 6-766 

Ledger  sheet,  appropriations 6-768 

Letter  file  backing  sheet 6-97 

Library,  acknowledgement  of  deposit  book  from  Library  of  Congress 1-049 

periodical  checking  record 1-048 

post-card  acknowledgment  of  publications 6-705 

post-card  tracer  for  publications 6-706 

receipt  for  book  from  Library  of  Congress 6-733 

request  for  loan  of  book 6-707 

charge  record 6-724 

Library  report 6-801 

Library  of  Congress,  request  to,  for  printed  cards 6-795 

memorandum  of  books  returned  to 6-796 

Mail,  post-card  notice  to  forward .  1-044 

Do .: 6-28 

Metal-mine  accidents,  report  of 6-577 

Metal-mining  report — accident  prevention 6-572f 

accidents    (fatal) 6-572i 

accidents  (nonfatal) 6-572J 

equipment 6-572b 

explosives  report 6-572e 

general  features 6-572a 

labor  report 6-572g 

ore  dressing 6-572d 

production  of  ore 6-572c 

sanitary  and  health  conditions  and  rescue  apparatus 6-572h 

Mileage,  post-card  record  of  use 6-96 

Mine,  coal,  coal  from,  preparation  for  market  of 6-T77g 

conditions  in,  report 6-176f 

equipment,  report  of 6-172b 

explosives  in,  methods  of  using,  report  on 6-175e 

general  humidity  report  of 6-174d 

physical  feature  report  of 6-171a 

section  record  of  sampling 6-178 

station  humidity  report  of 6-173c 

Mine-air  sample,  record  of  (sheet) 6-213 

record  of  (card) 6-562 

Mine  humidity  report 6-214 

Miner's  application  for  employment 6-729 

Miner's  examination  rating  sheet 6-728 

Mining  conditions,  report  of 6-176f 

Note  book  (7*  by  4*  inches) 6-84 

loose  leaf  (5  by  8  inches) 6-709 

yellow  paper  (6J  by  4  inches) 6-704 


108  MANUAL  OF   EEGULATIONS. 

Offices  of  bureau,  information  issued  by,  request  for 6-212b 

Order,  purchase,  experiment  station 6-2 

Order  label,  self -addressed 6-20 

Pay-roll   voucher 6-99 

Peat-sample   record 6-221 

Personnel  appointment  record  cards 6-713,  6-713a 

Personnel,  record  of  special  work  of  employee 6-713b 

Petroleum  sample,  record  of  analysis 6-5G6 

sulphur  determination 6-197a 

inspection  record  of 6-5G7 

Photographic  exposures,  record  book : 6-719 

Placer-mine  accidents,  report  of 6-577c 

Post  card,  franked,  general  use 6-26 

Pressure  and  temperature  sheet,  steaming  section 6-110 

Price  card,  purchasing  office 6-7 

Progress,  statement  of,  by  individual  or  section 6-797 

Property-accountability  record  (3  sheets) 6-736,  6-736a,  6-73Gb 

Property,  abandoned  or  lost  certificate  of 1-515 

auction  sale  of,  account  of G-70 

auction  sale  of.  placard  for 6-750 

return  of  (first  and  second  sheets) 6-67,6-63 

inspection  report  of 1-514 

receipt  card  for 6-786 

transfer  of,  triplicate  post  card 6-66 

Proposal,  detailed  request  for,  Pittsburgh 6-50 

Washington G-SOa 

Denver G-HOb 

San    Francisco G-50c 

Publications,  notice  of  forwarding G-740 

notice  of  temporary  exhaustion  of G-743 

post-card  giving  general  information G-S2 

post-card  notice  of  exhaustion  of G-S3 

post-card  notice  of  future  issues 6-SO 

post-card  notice  of  listing  of  name G-S1 

Issued  by  other  offices,  request  for 6-785 

Purchase,  notice  of  order  covering  requisition 6-5 

requisition  for   (experiment  station) 6-1 

Purchase  and  repairs,  requisition  for 6-G4 

Purchase  order  (experiment  station) G-2 

Quarry  accidents,  report  of G-577n 

Radium,  form  letter  giving  general  information G-7S7 

Rate  sheet  for  miners 6-728 

Receipt,  freight G-18 

general,  post-card G-75 

temporary,  freight  and  express G-G2 

for  cash  payment,  disbursing  office 6-721 

Reference  slip  for  correspondence  from  Washington 0-12.0-12:1 

from  Pittsburgh G-12a 

for  field  use G-12c 

Register  of  encumbrances G-70!) 

Repairs,  requisition  for 0-04 

Requisition  for  car  supplies  (post  cnnl) G-50>5 

for  supplies  (storeroom.  Pittsburgh) 0-4 

oil  Pittsburgh  storeroom— G-710 


LIST   OF  FORMS  USED  BY  THE  BUREAU.  109 

Requisition  sheet  (white)  for  stationery  and  miscellaneous 6-65 

Rescue  and  first-aid  teams,  record  of 6-764 

Resjue  apparatus,  demonstration  of 6-555 

testing  of 6-553 

Rescue-training  record  of  applicant  for  certificate 6-584 

Rescue-training  work,  breathing  apparatus  for,  weekly  water-gage  test  of  6-723 

certificate  for,  report  of  issue  of 6-569 

file  record  slip  of  instructions  as  to  use  of  apparatus 6-551 

file  record  slip  of  work  done  by  students 6-552 

post-card  notice  of  itinerary  of  mine-safety  car 6-563 

physical  examination  record  for 6-550 

physician's    examination 6-561 

weekly  report  of  car  equipment  and  supplies 6-564 

weekly  report  of  work  of  mine-safety  car 6-56S 

Safety  lamp,  gas  testing  with 6-55S 

lamp  test  K  1 6-556 

lamp,  test  K  2 6-557 

test  in  moving  current <_  6-559 

chimney  testing 6-560 

Scratch  pad,  headed,  ruled   (3$  by  S  inches) 6-40 

unruled    (3£   by   8   inches) i 6-93 

Service  order  and   time  sheet 6-752 

Shipments,    forwarding    authority    for 6-58 

triplicate  record  of 6-700 

Smoke  readings,  steaming  section 6-108 

"  Special  "  tags,  for  correspondence 1-045 

Stationery  and  miscellaneous,  requisition  for 6-65 

Steaming  section,  ash  sheet 6-104 

briquets,  apparent  specific  gravity  of 6-127 

calorimeter  sheet 6-111 

coal  sheet 6-103 

computation   sheet 6-229 

draft  sheet 6-106 

feed- water    sheet 6-109 

furnace  conditions 6-105 

gas-analysis  sheet 6-107 

pressure  and  temperature  sheet 6-110 

report  of  test  (4  pages) 6-228 

smoke   readings 6-108 

test  conditions,  report  on 6-102 

Stock,  account  of  (storeroom) 6-9 

balance   sheet 6-11 

Stock,  record  of  issuance  of 6-748,  6-749 

Stock  record 6-714 

Stock  record  of  issue  to  sections 6-715 

Storeroom,  experiment  station,  requisition  on 6-716 

Storeroom  issues,  monthly  notice  to  section  heads 6-6 

Subvoucher  - 6-SS 

Telegra in    sheet 6-55 

Telegrams,  book  of 6-56 

Test  conditions,  report  on  (steaming  section) 6-102 

Time,  individual  record  sheet,  work  done  and  distribution  of  time 6-739 

weekly  record  of,  with  rate  and  wages 6-702 

weekly  record  sheet 0-85 

Time  distribution   report 6-42 


110  MANUAL  OF  REGULATIONS. 

Time  report,  daily 6-741 

Travel  expenses,  memorandum  book  for 1-947 

Travel,  single-trip  authority  for 6-80 

Travel  order,  general 6-73 

Voucher,  pay  rull 6-99 

Voucher  for  field  purchase 6-52a 

for  personal  services 6-48 

for  personal  services  and  for  per  diem  allowance 6-47 

for  personal  services  per  diem  and  for  miscellaneous  expenses 6-44 

for  personal  services  per  diem  and  for  miscellaneous  expenses,  ex- 
tension   sheet 6-46 

for  personal  services  per  diem  and  for  miscellaneous  expenses, 

memorandum   copy 6-45 

for  purchases  and  services  other  than  personal 6-51 

(large)  for  purchases  and  services  other  than  personal 6-53 

for  transportation  of  passengers 6-54 

instructions  for  preparation  of 6-701 

Voucher  register 6-770 

Voucher  sheet,  journal  entry  (large) 6-771 

journal  entry  (small) __„ 6-772 

Water-gage  test  (weekly)  of  breathing  apparatus 6-723 


INDEX. 


A. 

Page. 

Abbreviations,  use  of 92-95 

Accounting,     administrative,     defini- 
tion   of 65 

Accounts,   regulations   concerning 30-66 

section  of,  duties  of 66 

See  also  Disbursing  agents. 
Address,    public,    authority    for    giv- 
ing  15,16 

Addressing  letters,  manner  of 74,  75 

Administrative  division,  sections  of_          11 

Advertising,   authority  for 59 

•method    of 59,60 

necessity  for 59 

Affidavits,  execution  of 39 

false,  penalty  for 39 

Alaska,   mine   inspection   in,   act   re- 
garding    9 

Allotments,  regulations  regarding  —         30 
Analyses,   publication  of,   form   of —         88 
Annual  leave.    See  Leave  of  absence. 
Appointments,     regulations     regard- 
ing   17-19 

temporary,  classes  of 18 

duration   of 18,  19 

Appropriations,  allotments  from 30 

limitations  on 30 

Arrest,  procedure  in  case  of 29 

Assistant  director,  Bureau  of  Mines, 

duties  of 11 

Authors,     instructions     and     sugges- 
tions  to__.  82-103 


B. 


Baggage,  checking  of,  charges  for__  45 

excess,   charges  for 44 

Baths,  allowance  for 46 

Bills    of   lading,    Government,    form 

for 52 

use  of 52 

regulations    regarding 53, 

54,  57,  58 

Bookkeeping.    See  Accounting. 
Buildings,    rental    of,    rules    govern- 
ing   61 

Bureau  of  Mines,  duties  of ;-  7 

establishment   of 7 

headquarters    of 10 

work   done  at 10 

investigations  of 7 

restrictions  on 8 

scope  of 8 


Page. 

Cablegrams,    allowance    for *6 

instructions  on  use  of 51 

subvouchers  for 40 

Capitalization,    rules    for 76,91 

Checks,  loss  of,  procedure  in  case  of_  61 

use  of,  by  disbursing  agents 63,  64 

Chemical  division,  headquarters  of 12 

work   of : 12 

Chemists,    grades    of_ 20 

salaries   for _J. 20 

Civil  service,  classification  of 17 

Clerical  positions,  grades  of 20,  21 

salaries   for 20,  21 

Contracts,   authority   for   making 58,  62 

for  Indians,  prohibition  on 29 

preparation    of 61 

regulations    on 61,  62 

Conveyances,    special,   charges   for —  44,  45 

See  also  Livery. 
Copy.     See  Manuscript. 

Correspondence,    preparation    of 72—77 

reference    of 73 

See  also  Letters. 

Court,  testimony  at,  instructions  on_  28,  2'J 
Cross  references  in  publications,  use 

of    87 

D. 

Day  messages  (telegraph),  rates  for_         49 

Debts  of  employees,  claims  for .       27 

Denver,  Colo.,  experiment  station  at, 

work    at 10 

Director,  Bureau  of  Mines,  appoint- 
ment  of 7 

duties    of 7,8 

Disbursements,    regulations    concern- 
ing      30-66 

Disbursing  agents,  accounts  of,  ren- 
dition   of 64,65 

bonds    of 63 

designation    of 63 

regulations    concerning 63 

Documents,    mutilation    of,    law    re- 
garding     27,28 

Drawings  for  illustrations,  prepara- 
tion   of 96,  97 

E. 

Editorial    work,    nature    and    scope 

of    83,97,98 

Electricity,    charges    for 61 

Emergencies,  allowance  for 47 

111 


112 


INDEX. 


Employees,    death    by    accident    of, 

compensation    for 

disability   by   accident   of,    com- 
pensation  for 

accidental  injury  of,  reports  f or_ 

relations  of,  to  mine  owners 

to     State     mining     depart- 
ments  

removal  of,  rule  regarding 

See  also  Personnel. 
Employee's    compensation    act,    text 

of 

Engineers,  grades  of 

salaries   for 

Estimates,  submittal  of,  to  director- 
Expendable  property.     See  Property. 

Experiment  stations,  location  of 

work  done  at 

Express,  bills  of  lading  for 

shipments    by,    regulations    gov- 
erning  


F. 


Page. 
26 

26 
25 
14 

15 
22 


23-25 
20 
20 
30 

10 

10 

57,58 

57,58 


45 


Fees,  porters',  etc.,  allowance  for 

membership,  in  societies,  no  al- 
lowance for 

Field  employees  detailed  to  Washing- 
ton, expenses  of 

reports    of 

Field  parties,   expenses  of 

Field  purchases,   rules  for 

Footnotes,   abbreviations  used  in 94,  95 

accuracy  of 95 

proper  use  of 93 

style  of 94 

Forms,  printed,  list  of 104-110 

printing    of 102 

Freight,  charges  for,  prepayment  of_ 

demurrage  charges  on 

examination  of 

handling  of 

losses,  charges  for 

preparation  of  

storage  of  


G. 


Gas,  charges  for 61 

Geographic  names,  authorities  for 90 

Geologic  names,  authority  for 89,  90 

rules  for  using 89,  90 


H. 


Headings  in  publications,  use  of 86,  87 

Headquarters,  field,  selection  of 36,  37 

Heat,  charges  for 61 

Holidays,   subsistence   on,   allowance 

for 34 

Hotel  expenses,  subvouchers  for 40 


I. 


Illustrations,  approval  of,  by  author-         98 
changes  in  proof  of 98 


Page 

Illustrations,   character   of 95,  96 

editing  of 97,98 

electrotypes  of,  requests  for 99 

lists  of 85,96,97 

material  used  for,  disposal  of 99 

method  of  engraving 97,  98 

preparation   of 96,  97 

purpose  of 95,  96 

size  of 96 

See  also  Line  drawings  ;  Photo- 
graphs. 

Inclosure  slips,  use  of 78 

Indian    tribes,    inspection    of    mines 

on  lands  of 9, 10 

Initialing    of    correspondence,    rules 

for 77 

Injuries,  accidental,  compensation 
for,  regulations  regard- 
ing   23-25 

Intoxicants,  use  of,  restrictions  on 23 

Inventories,  taking  of 67 

Investigations, conferences  regarding-  13 
information      obtained      during, 

restrictions    regarding 15 

publication  of  results  of 13, 14 


Leave    of    absence,    regulations    gov- 
erning    23 

Lectures,  public,  authority  for  giving.  15,  16 

Letters,   complimentary   closing  of 76,  77 

dating  of 74 

preparation  of 73-76 

See    also    Correspondence. 

Line  drawings,  preparation  of 96 

See  also   Illustrations. 

Live  stock,   transportation  of 53 

Livery,  subvouchers  for 40 

Lodging,  allowance  for 45 


AL 


Mail,  classes  of 80 

forwarding  of 79 

regulations  concerning 79,  80 

Manuscript   for   publication,   pagina- 
tion   of 83 

preparation  of 82-84 

submittal  of 13, 14 

See  also  Reports. 

Margins  of  letters,  width  of 76 

Meals,  charges  for 45 

Mechanical  division,  headquarters  of-  12 

work  of 12 

Mileage  books,  purchase  of 43,  44 

use  of 43 

Mineral      technology,      division      of, 

headquarters  of 12 

work  of —  12 

Mine  owners,  relation  of  bureau  em- 
ployees to 14, 15 

Mine  safety  cars,  headquarters  of 12 

Mine  safety  stations,  situation  of 11, 12 


IXDEX. 


113 


Page. 

Minos,  private  interest  in 8 

Mining  division,  headquarters  of 12 

work  of 11 


N. 


Night  letters  (telegrams),  rate  for 50 


O. 


Onth  of  office,  administration  of 22 

Offices,  rental  of.  rules  governing 01 

Organic  act  of  bureau,  text  of 7-0 

Organization    of    bureau 11,  12 

Orthography.     See  Spelling. 

Oxygen,  cylinders  of,  shipment  of —         02 


P. 


Paragraphing,   rules   for 7G,  >7 

Parcel   post,  shipment  by {.8 

Pasturage,   charges  for t1! 

Per  diem  allowance  for  subsistence.  34,  37 

Personal  mail,  regulation  regarding-  M 

Personal    services,    allowance   for 40 

regulations    concerning 32-:.(5 

vouchers    for '{."> 

Personnel,    regulations   governing 17-23 

Sec  also  Employees. 

Petrographie  names,  authority  for 00,91 

Photographs,   preparation   of 00 

See  also  Illustrations. 
Pittsburgh,  Pa.,  experimental  station 

at,   work  done  at .10 

Porters,  fees   for,  allowance   for 43 

Printer's  copy.     See  Manuscript. 

Printing,   "  rush,"   rules   regarding 102 

transmission  of  instructions  for-  103 

Private   property,   entry   on 14 

Promotions,    recommendations    for —  20 

restrictions    on 10,  20 

Proof,   corrected,   specimen   of 101 

Proof  reading,   care   in _ !)9 

marks    used    in 100 

rules    for TO 

Proofs  of  illustrations,  correction    of_  f»8 

return    of 08 

Property,   expendable,    definition    of_  OG 

list     of 70.71 

hire   of,    voucher   for f;0 

public,  care  of 07,  08 

classification    of (50 

records   for €7 

responsibility   for 07 

sales  of 02,  0:{ 

shipping    of 08 

nonexpendable,   definition   of 0(5 

list   of 00,  70 

loss    of 6M 

sale  of «8 

transfer    of 07,  08 

Prosecution    of   employee,    procedure 

in   case  of 2!) 

Publication  of  paper,  authority  for_  13 


Pago. 

Publications,  approval  of 13 

classes   of 82 

Sec   also   Manuscripts ;    Reports. 

Pullman  fares,  allowance  for 45 

Punctuation,  general  rule  for 70 

Purchases,  authority  for 58 

for  Indians,  prohibition  concern- 
ing __ 20 

in  field,  rules  for 50 

vouchers   for 00 


Q. 


Quotations  from  hooks,  accuracy  of_         03 


R. 


Railroad  fares,  allowance  for 41,42 

Railroads,  bond-aided,   list  of 50,  57 

payments    to 52 

land-grant,   list  of 50,  57 

payments  to 52 

Records,  mutilation  of,  law  on 27,  28 

References  to  works  cited,   accuracy 

of 03 

Registered  mail,  labels  for 80 

regulations  concerning 80 

Reinstatement,    regulations    concern- 
ing   22 

Rentals,  rules  governing GO,  (iL 

Reports  for  publication,  approval  of_  13, 

14.  102 

preparation    of 84-102 

printing  of,  authorization  for 8 

requisite  features   of 84,  85 

Resignation  of  employee,  transmittal 

of  —  22 


S. 


Salaries,  computation  of 33 

disbursements  for,  rules  on 32.  33 

grades  of 2<i,  21 

Sales,    advertisement   of 02,  (53 

regulations   concerning 03 

Salutation  of  letter,  rules  for 75 

San    Francisco.     Cal..     experimental 

station  at,  work  done  at-         10 

Scrip  books,  purchase  of 43,44 

use  of 43 

Section  chiefs,  duties  of 13 

Shipping  order,  use  of 52 

Sick  leave,  no  allowance  for  subsist- 
ence during 34 

See  also  Leave  of  absence. 
Signatures    to    correspondence,    rules 

for 77 

Sleeping   cars.      See    Pullman    fares. 
Specimens,    collection    and    disposal 

of 10 

private 10 

Spelling,   in   bureau   reports,   author- 
ity   for 02 

State    mine    inspectors,    relation    of 

bureau  to__.  15 


G34S5— 15 8 


114 


INDEX. 


Stateroom,  allowance  for  —  ...—  . 
Stationery,   list  of-*—*—-  _______ 

Steamer    chair,    rent    of,    allowance 
for  ___________________ 

Steamer   fares,   allowance   for  ------ 

Stenographers,  duties  of--  ----  .  ---  — 

instructions    to  ----  -_-  --------  i 

Stenographic  services  in  field,  allow- 
ance for  ---  .  ---  ,  ------  .  — 

Storage,  charges  for  -------------- 

Subsistence,  per  diem  in  lieu  of  ---- 

Subvouchers,    forms   for  ----------- 

use    of  ______________________ 

See  also  Vouchers. 
Sundays,   subsistence   for,   allowance 
for  _____  ,~  _____________ 

Supplies,  office,  lists  of  ___________ 

T. 

Tables  in  publications,  headings  for_ 
preparation  of  ____________  83, 

Telegrams  charges   for  __________________ 

reimbursement  for  ____________ 

form   for  -------------------- 

rates    for  -------------------- 

subvouchers    for  ______________ 

use  of,  instructions  regarding  __ 

Telephone  service,  allowance   for  ___ 

restriction  on  ________________ 

Testimony  at  court  _______________ 

Text  figures.    See  Illustrations. 
Text  headings  in  reports,  rules  for  __ 
Titles,  personal,  use  of  ____________ 

Transfer  charges,  allowance  for  ____ 

Transfers,  regulations  governing  ____ 


45 
71,  72 

45 
41 
79 

81 

46 
61 

34,  37 
40,  41 
39,40 


34 
68-72 


87 

87-89 
48 
46 
47 

49,  50 
40 

47-49 

46,  61 

46 

28,  29 

86-87 
91 
45 
19 


Pago. 

Transportation,    regulations    regard- 
ing _____ _. 54 

See  also  Freight ;  Express. 

Transportation  requests,  forms  for 42 

instructions  for  making  out  of_         43 
regulations    governing 42,  43 

Traveling,  authority  for^^-^.^.          13 
selection  of  route  for 37 

Traveling  expenses,  allowable 37,  41-45 

authority  required  for 36 

evidence  of - 38 

regulations  concerning 36—47 

voucher   for 31,  32 

preparation  of 38-41 

Typewriter    services   in    field,    allow- 
ance for 46 

Typists,  instructions  to 81 

Typographic   style,   authority   for 89 

rules   for _. 87-95 

See    also    Abbreviations ;    Foot- 
notes ;  Spelling ;  etc. 

V. 

Youchers,  definition  of 30 

for  personal  services 35 

kinds  of 30,31 

preparation    of,    rules    concern- 
ing  31,32,38-41 

traveling,  form  for 31,  32 

W. 

Waiters,  fees  for 45 

Water,  charges  for 61 

Washington,  D.  C.,  work  done  at 10 


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